TSDS STATUS AND Q&A DPCN WEBINAR - FOR ESC District CHAMPIONS
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TSDS STATUS AND Q&A DPCN WEBINAR FOR ESC District CHAMPIONS NOVEMBER 4, 2021
AGENDA
I. PEIMS Updates
II. ECDS Updates
III. Core Updates
IV. SELA Updates
V. Child Find Updates
VI. SPPI-14 Updates
VII. RF Tracker Updates
VIII. TEDS Updates
IX. Data Submission Timelines
X. P-EBT Updates
XI. DPCN Webinar and Holiday
UpdatesPEIMS UPDATES The PEIMS Fall snapshot date was October 29, 2021. The 2021-2022 TSDS PEIMS Fall first submission is due, ESC R19 November 19, 2021 TEA December 2, 2021 The completion, approval and acceptance of submissions is being postponed until November 8, 2021, to accommodate the TEDS Post Addendum changes.
PEIMS REPORT UPDATES
KNOWN ISSUE: The following role IDs are not included in the Professional
Staff group for the below reports:
Scheduled to be resolved on November 19, 2021:
Role IDs: 115, 116,117,118,119, 120
PDM1-110-004 Staff FTE Summary and PDM1-110-006 Staff FTE by Role
Scheduled to be resolved in a Future Release:
Role IDs: 115, 116,117,118,119, 120
PDM1-110-001 Staff Counts and Totals and PMD1-111-002 Staff Roster
Role IDs 100, 101, 102, 103, 104, 105, 106, 107, 108, 109,110, 111, 112, 113, 114, 115, 116, 117,
118, 119, 120
PDM1-230-004 Staff Summary by Sex and EthnicityPEIMS UPDATES Release Schedule: November 5, 2021 • 2021-2022 TEDS Final/Addendum PEIMS Midyear updates • 2021-2022 TEDS Post-Addendum PEIMS Fall updates December 10, 2021 • Remaining 2021-2022 TEDS Post-Addendum PEIMS updates • Remote Asynchronous and Remote Synchronous Attendance Data Retrieval February 25, 2022 • 2021-2022 TEDS Final/Addendum PEIMS Summer & Extended year updates
ECDS UPDATES
The ECDS kindergarten and prekindergarten submissions will open for LEAs to promote
data on November 8, 2021:
Kindergarten submission:
Due date for LEAs: January 27, 2022.
Kindergarten Assessments:
For information on assessment results and scheduling of assessment updates sent to TEA,
please have LEAs contact their respective ECDS Kindergarten assessment provider:
CLI - TX-KEA English and Spanish:
• https://cliengage.org/public/contact-us/
Amplify - mCLASS:
• help@amplify.com
• https://amplify.com/login/ (live chat support)
• (800) 823-1969
Prekindergarten submission:
Due date for LEAs and Private Prekindergarten Organizations: June 23, 2022.CORE UPDATES
The ODS is scheduled to be updated in the software release on
November 5, 2021, to accept the new Emergent Bilingual code values
from the DC079 EMERGENT-BILINGUAL-TYPE code table.
This code table is used for data element E1390 EMERGENT-BILINGUAL,
which is collected in the ECDS and SELA data submissions.
TEA will be contacting ESCs for those LEAs who have reported the E1390
data element with the old LEP code values.
These LEAs will need to delete this data and reload with the new code values
before promoting data to ECDS or SELA.SELA UPDATES
The SEL0-100-001 Special Education Language Acquisition Roster report
is scheduled to be updated in the software release on November 5,
2021.
The ‘Elig Effv Date’ column will be populated by the data supplied for data
element E1723 ELIGIBILITY-DATE.
REMINDER: For SELA, E1723 ELIGIBILITY-DATE is when an LEA identifies
that a student who is deaf or hard of hearing is enrolled and eligible for
services.
This is typically when the ARD committee identifies a student as being deaf or
hard of hearing and it is recorded in their IEP which can occur in a prior school
year.CHILD FIND UPDATES The following knowledge base articles have been published in TIMS: TSDSKB-620 – Child Find: SPPI-11 Compliance Flow Chart TSDSKB-621 – Child Find: SPPI-12 Compliance Flow Chart TSDSKB-622 – Child Find: Child Find Frequently Asked Questions The following Child Find reports are scheduled to be available after the software release on November 5, 2021. CHF0-100-001 SPPI-11 Student Compliance Report CHF0-100-002 SPPI-12 Student Compliance Report CHF0-100-003 SPPI-11 Aggregate Report CHF0-100-004 SPPI-12 Aggregate Report
SPPI-14 UPDATES The SPPI-14 submission is due on ESC R19 February 10, 2022 TEA February 17, 2022 Since the SPPI-14 submission utilizes PEIMS Fall data, LEAs are encouraged to submit and validate their SPPI-14 data before completing the PEIMS Fall submission.
RF TRACKER UPDATES The RF Tracker data checkpoint deadline is TEA Friday, December 3, 2021. For the RF Tracker data checkpoint deadline, the data reported must be validated and fatal free.
TEDS UPDATES - TEDS Post-Addendum
TEDS Post-Addendum Version 2022.2.3 was published
on November 1, 2022.
Two new codes were added to the CRISIS-CODE (C178) table.
PEIMS Fall rule 40110-0126 was downgraded from a Fatal to
a Special Warning.
PEIMS Summer rules were revised to accommodate ADA 9 students
who may not be reported with attendance data.TEDS UPDATES – New CRISIS-CODEs
For the 2021-2022 PEIMS Summer Submission (3):
Crisis Code 10A would be included in the 2021-2022 PEIMS Summer Submission for a student enrolled,
not in membership due to remote learning (ADA-ELIGIBILITY-CODE (E0787) value of "9") on January 14,
2022.
Crisis Code 10B would be included in the 2021-2022 PEIMS Summer Submission for a student enrolled,
not in membership due to remote learning (ADA-ELIGIBILITY-CODE (E0787) value of "9") on May 13,
2022.TEDS UPDATES – PEIMS Fall Special Warning Rules
Rule 40110-0126 for 5-year-olds in PK
This rule error level has been changed from a Fatal to a Special Warning to allow the reporting
of 5 year-old PK students who are eligible for ADA attendance according to updates in section
7.2.1 of the Student Attendance Accounting Handbook.
Any student who receives this Special Warning may be eligible for ADA funding if:
The student's parent or guardian elects for the child to repeat PK in accordance with TEC 28.02124, or
The student would have been eligible to enroll in PK during the previous school year under TEC 29.153(b).TEDS UPDATES – PEIMS Fall Special Warning Rules
PEIMS Fall Validation Rule 40110-0126 for 5-year-olds in PK, cont'd.
Verify the following information for any student who receives this Special Warning:
Data Element Verification
DATE-OF-BIRTH Verify the student's age on Sept. 1
GRADE-LEVEL-CODE Verify the student's grade on the Fall Snapshot date
ADA-ELIGIBILITY-CODE Verify the student's eligibility on the Fall Snapshot date
PARENT-REQUEST-RETENTION-INDICATOR Special Warning error can be disregarded if this
element is "1"
PK-ELIGIBLE-PREVIOUS-YEAR-INDICATOR-CODE Special Warning error can be disregarded if this
element is "1"TEDS UPDATES – PEIMS Fall Special Warning Rules These Special Warning rules will fire for students who are ADA 9 (Enrolled, Not In Membership Due To Virtual Learning) on the PEIMS Fall Snapshot date: Once your data is verified, you may disregard the error.
TEDS UPDATES – Parent Request Retention SB 1697
Prior year enrollment
in any school in or
outside the state of
Texas.
The parent must
notify the LEA in
writing.
If LEA disagrees, the
LEA must convene a
retention committee.
If a student is retained based on parent request, E1729 should be reported
in the PEIMS Fall submission.TEDS UPDATES – Parent Request Retention SB 1697 Should students in grade PK and KG, retained due to a parent request, be coded as AT-RISK (E0919)? No, a student retained in PK and KG who are retained by a parent request are not coded as AT-RISK (E0919). Should students in grades 1st through 8th, retained due to a parent request, be coded as AT-RISK (E0919)? Yes, for the 2021-2022 school year students in grades 1st through 8th retained due to a parent request should be coded as AT-RISK (E0919).
TEDS UPDATES – Attendance Data How should attendance data for students in Remote Conferencing be reported? Are the students considered Remote Synchronous for all the Remote Conferencing days? Remote Conferencing students should be reported with Remote Synchronous attendance, starting when the student has met the eligibility listed in the Student Attendance Accounting Handbook.
TEDS UPDATES – Non-State Funded Virtual Program What should be reported for a student participating in a non-state funded virtual program for all year? PEIMS Fall Submission – ADA-ELIGIBILITY-CODE 9. PEIMS Fall Interchanges – Report all required PEIMS Fall Interchanges. PEIMS Summer Submission – CRISIS-CODE 10A reported if enrolled in the LEA on January 14, 2022. CRISIS-CODE 10B reported if enrolled in the LEA on May 13, 2022. PEIMS Summer Interchanges – Report all required PEIMS Summer Interchanges except InterchangeStudentAttendanceExtension.
TEDS UPDATES – Non-State Funded Virtual Program What should be reported for a student participating in a non-state funded virtual program for a portion of the school year? (Greater than 1 day, but less than the entire school year.) If the student is not enrolled in a non-state funded virtual program on October 29, 2021: PEIMS Fall Submission – ADA-ELIGIBILITY-CODE Varies. Report the ADA-ELIGIBILITY-CODE based on the snapshot date (October 29, 2021). PEIMS Fall Interchanges – Report all required PEIMS Fall Interchanges. If the student is enrolled in a non-state funded virtual program on October 29, 2021: PEIMS Fall Submission – ADA-ELIGIBILITY-CODE 9. PEIMS Fall Interchanges – Report all required PEIMS Fall Interchanges. If the student is enrolled in a non-state funded virtual program on January 14, 2022: PEIMS Summer Submission – CRISIS-CODE 10A reported if ADA-ELIGIBLITY-CODE 9 on January 14, 2022. If the student is enrolled in a non-state funded virtual program on May 13, 2022: PEIMS Summer Submission – CRISIS-CODE 10B reported if ADA-ELIGIBLITY-CODE 9 on May 13, 2022. PEIMS Summer Interchanges – Report all required PEIMS Summer Interchanges including InterchangeStudentAttendanceExtension (for the days the student was not enrolled in the non-state funded virtual program).
TEDS UPDATES – PEIMS Summer Rules
The following PEIMS Summer rules are revised in TEDS v2022.2.3 to
accommodate ADA 9 students who may not be reported with
attendance data:
Rule Numbers
40100-0075 40110-0077 40110-0190
41461-0002 43415-0006 43415-0007
43415-0052Data Submission Timelines
P-EBT
Pandemic Electronic Benefit
Transfer
Summer ’21 Upload Process for Newly NSLP Eligible
Children
10/28/2021Agenda
• P-EBT SY20-21 Summary
• Newly National School Lunch Program (NSLP) eligible students
• Summer upload process
• Timeline/Key Dates
• Point of Contact (POC) for technical and other support
• Live Demo
• Open Forum/ Q&A
2P-EBT SY2021 Summary
• To be eligible for SY20-21 P-EBT, a child had to meet one of the following criteria:
• Certified for free or reduced-price meals through the National School Lunch Program (NSLP).
• Attends a Community Eligibility Provision (CEP) or Provision 2 (P2) school that offers free
meals to all students through the National School Lunch Program.
• Born after Aug. 1, 2014, in a family who received SNAP benefits for at least one month
between October 2020 and June 2021.
• At least 3.8M children (childcare and school-aged) received SY20-21 P-EBT benefits either
directly on existing SNAP cards or new P-EBT cards through the P-EBT online application.
• They were SNAP certified before 6/30.
• For summer ‘21 P-EBT benefits, children verified to be enrolled in an NSLP participating
school during the last month of the school year, will receive direct issuance for summer
benefits to their existing P-EBT cards the week of 11/29.
3Newly NSLP eligible students
Summer 2021
• NSLP applications completed between 7/1/21 and 8/28/21:
• NSLP forms should have been received by your office no later than
8/28/21.
• During SY20-21 they were not NSLP certified at the time to receive
20-21 school year benefits.
• Students should have been enrolled in the last month of SY20-21 in
an NSLP campus.
• Will only receive summer ‘21 and not SY20-21 P-EBT benefits.
• Includes Seamless Summer Option (SSO) campuses.
• For CEP/P2 campuses as of SY20-21, upload all new/transfer students
who enrolled between 7/1/21 – 8/28/21.
• For children that enroll on/after 7/1/2021 but withdraw before 8/28,
include them in the upload file. 4Newly NSLP eligible students
Summer 2021
• Any CEP Campuses electing CEP for the first time for SY 21-22, upload
all eligible students who completed and returned a socioeconomic form
between 7/1/21 - 8/28/21.
• Families will receive P-EBT cards in the mail in December with notices
containing information on obtaining assistance.
5Summer upload process
• After or during training, attempt to access
www.YourTexasBenefits.com link, you should receive/see this:
retrieve your username, reset password, and upload data
6Summer upload process
• If you receive an error message, please contact your IT
team for support to resolve the error. The HHSC link will
have to be whitelisted by your IT Support.
• Attempt accessing the link again before 11/15 to ensure
ability to log in.
7Summer upload process
• Only identified school district POCs will have access to HHSC
YourTexasBenefits portal to upload data.
• HHSC’s CSV file format must be uploaded (already shared with
school districts). Template available on YourTexasBenefits portal.
• File layout must include all student information including SSN and
DOB. All primary parent information is required, except for parent
DOB, it’s optional.
• Review HHSC’s shared user guide for upload instructions, file
layout guidance, screenshots, and helpful tips to minimize upload
errors.
82021 Timeline: TEA/TDA School Districts
October:
10/12-10/27: Summer upload testing for selected sample
school districts.
10/25: TEA and TDA will share final Help Guide with all school
districts attending the 10/28 webinar. Please encourage
participants to review prior webinar.
10/28: TEA-hosted webinar for all school districts and
Education Service Centers. HHSC will present and facilitate a
live demo of the upload process. TEA will send calendar invite
by 10/20.
9November/December:
11/14-11/15: HHSC create user accounts for school districts. You will receive an
automated email from DoNotReply@hhsc.state.tx.us informing you an account has
been created and how to reset password. Check your junk/spam folder if email not
received in your inbox on 11/15. If you haven’t received email by 8:00 AM on
11/16, email pebt_data@hhs.texas.gov for assistance.
TEA/TDA already sent HHSC school district POC information (PEIMS coordinators and/or other designated POC)
11/15-12/3: School districts upload newly eligible students, using HHSC’s CSV
file layout. School districts are advised to upload on 11/15 to give time to correct
file if necessary. The day after uploading, school districts should log into YTB to
confirm the upload has been successfully processed.
12/3: Deadline for all school districts to complete uploading data. School districts
that fail to upload their data by 12/3, eligible students will not receive summer P-
EBT.
12/6-12/10: Summer P-EBT benefits issued to newly eligible students.
10POC for Technical & Other Support
• For file layout and student data upload related assistance such as:
• Received error message attempting to upload file
• Confirming upload file received
Contact: pebt_data@hhs.texas.gov
• For student data/NSLP meal eligibility and/or campus eligibility questions,
• Private schools: please contact your respective Education Service
Center (ESC) POC.
• Public schools: please email TSDSCustomerSupport@tea.texas.gov.
11Live Demo: Upload Process
• HHSC IT overview:
• Live demo
• Logging into YTB portal
• File layout – preparing the file
• File upload process (has to be HHSC CSV template)
• Potential errors with uploading files
• Monitoring uploaded files
• Viewing issuance status (mid- to late-December)
Note: have the user guide document accessible/open during the live
demo for quick reference.
12P-EBT Pandemic Electronic Benefit Transfer Summer ’21 Upload Process for Newly NSLP Eligible Children
DPCN WEBINAR AND HOLIDAY UPDATES
Upcoming webinars:
The next DPCN webinar will be:
Thursday, December 9, 2021, at 9:00 AM
The January DPCN webinar will be:
Thursday, January 13, 2022, at 9:00 AM
Upcoming holidays:
ESC R19 will be closed on the following:
Monday, November 22 – 26, 2021 (Thanksgiving Break)
TEA will be closed on the following:
Wednesday, November 24 – 26, 2021 (Thanksgiving Break)QUESTIONS?
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