PEIMS Data Standards 100 STUDENT DATA

To find all edits that apply to this record, also consult General Data Submission Rules, Record Type General Edits, and Data Element General Edits.

Input Record Type Code	District ID	Student ID	First Name	Middle Name	Last Name	Generation Code	Crisis Code	ADA Eligi-bility Code	Filler
E0755	E0212	E0001	E0703	E0704	E0705	E0706	E1054	E0787
C042						C012	C178	C059
Columns 1 - 3	Columns 4 - 9	Columns 10 - 18	Columns 19 - 35	Columns 36 - 49	Columns 50 - 74	Column 75	Columns 76-77	Column 78	Columns 79 - 80
100
100

The PEIMS fall as-of date or the “October snapshot” date, is the last Friday in October. The school-start window extends from the first day of school through the last Friday in September (see 203 SCHOOL LEAVER DATA).

Children served by the Texas School for the Deaf (TSD), the Texas School for the Blind and Visually Impaired (TSBVI) and the Texas Youth Commission (TYC) are reported by these state operated programs while the child is in attendance in these programs. District and parental referrals to the TSD, district referrals to the TSBVI and youth adjudicated to the TYC will be reported by these respective institutions.

Please note the following exception: LEAs that provide the educational component for certain TYC facilities, and therefore collect ADA on these youth, will report these students in place of TYC.

Report any child in one of the above categories if the child is in membership in the district (served at least two hours per day).

Report any child in one of the above categories if they were served in the Optional Extended Year Program (OEYP) and/or the Extended School Year (ESY) services program and/or Bilingual/ESL Summer School.

Do not report a 100 record for the following (in Submission 1 or Submission 3):

All data on each student in the district, regardless of involvement in a shared services arrangement, are to be reported by the local district, unless there is an agreement between the superintendents of the two districts that the district providing services will report all data. In all cases, only one Texas school district is to report a given student. Be aware that the district that reports the student will be subject to all accountability system implications for the student, including TAKS (Texas Assessment of Knowledge and Skills), SDAA (state developed alternative assessment), LDAA (locally developed/selected alternate assessment) scores, dropout accounting, and AEIS.

STUDENT-ID is the student's Social Security number (SSN). The district should request the student's SSN. For previously enrolled students with no record of an SSN, the district should request the student's SSN at the beginning of the school year. If an SSN is not provided, the district must assign the student a state-approved alternative student identification number. This number will come from the list of alternative ID numbers provided by TEA. Once a number is assigned, it should be removed from the pool of unassigned alternative ID numbers. Do not reassign an alternative ID number once it has been assigned to a student.

When the student leaves the district, his ID number will also be used by his new district. A different alternative ID number is not assigned by the new district. State-approved alternative student ID numbers must transfer with a student if an SSN is not being used. However, an SSN may be used by the new district, if available. If the student leaves the district, but later returns, he will use the same alternative number as originally assigned, unless he can now provide an SSN.

If a student acquires an SSN, replace the student's alternative ID number with the new SSN. Report this change through use of record type 105. If a student or his parent so chooses, the student may change from an alternative ID number to an SSN, or he may change from an SSN to an alternative ID number. This type of change must also be reported through use of record type 105.

As students move from one district to another, districts will need to ask each incoming student whether or not he or she was served in a Texas public school as of March 16, 1990, or later. If so, the district needs to request from the student his or her identification number (either SSN or state-assigned alternative ID). If the student fails to provide records from the prior district that indicate the student's ID number, the receiving district should request the ID number from the sending district when requesting transfer of the student's records.

Districts must verify the identity of each student received from another district and must obtain a copy of the student's prior school records. Superintendents should instruct their administrators to cooperate in exchanging information with other districts in student moves or transfers.

Should a district, after exhausting all other means, be unable to locate a number for a child who was apparently enrolled in a Texas public school on March 16, 1990, or later, the TEA will be available as a resource. Districts may phone (512) 463-9229, and request a student ID search. The requested information will be mailed to the appropriate school.

As a recipient of federal funds for educational purposes, TEA is subject to the same requirements of confidentiality of student information as are school districts. The primary federal requirements are found in the Family Educational Rights and Privacy Act of 1974 (FERPA) and in the implementing federal regulations found in 34 CFR Part 99. FERPA is specifically incorporated into the Texas Open Records Act as an exception to records, which are subject to disclosures to the public (Art. 6252-17a, Sec. 14(e) Vernon's Code Ann). The authority for TEA to collect such data for educational purposes is also found in the FERPA regulations.

Under FERPA, personally identifiable student information collected and maintained by PEIMS must be protected from disclosure. PEIMS operates under written procedures and protections that maintain the confidentiality of student records. Access to the statewide database of student information at TEA (EDIT+, PID, and PET) is restricted to authorized users only. Access to this information requires specific approval by the TEA PEIMS data collection staff.

The naming standards that follow were revised in the 2006-2007 PEIMS Data Standards and apply to students who entered the Texas public school system for the first time in the 2006-2007 school year or later. The revised naming standards are not retroactive.

FIRST-NAME, MIDDLE-NAME, and LAST-NAME are required for all students. A full MIDDLE-NAME is required, if available. If a student has no middle name, enter one equal sign (=). Do not use an initial for FIRST-NAME, unless an initial is the legal first name. GENERATION-CODE is optional. GENERATION-CODE is reported when available.

TEC §25.0021 states that a Texas public school student must be identified by his or her legal surname. Legal name is obtained from the birth certificate. The name entered matches the birth certificate exactly as shown. “Double” last names on the birth certificate are recorded exactly as shown. Each name on the birth certificate appears in one of the PEIMS name fields. If the birth certificate name cannot be understood completely, the parent is asked to clarify. If the first or last name is not indicated on a student's birth certificate, then the parent(s) provides a first or last name to be used for PEIMS reporting purposes. If the parent does not provide a name, then the school district uses "none”. The name chosen by the parent is used consistently while the child is enrolled in Texas public schools. If a student is also an employee of the district, then staff naming rules must apply.

If a birth certificate is not obtainable, the name entered matches an alternate document. Acceptable alternate documents include: driver’s license; passport; school identification card, record, or report card; military identification; hospital birth record; adoption record; church baptismal record; court-ordered legal name change documentation; or any other legal document that establishes identity.

The PID search function on EDIT+ enables districts to obtain student demographic data.

Under federal and state law and rule, districts, education service centers, and TEA are responsible for the security of data stored in their facilities or transmitted from their facilities to other educational facilities.

The CRISIS-CODE is used to report those situations recognized by TEA as a health or weather related event that impacts students’ ability to attend school in the district where they reside. This data is reported based on code table C178. The code table will be populated as events occur that will require state reporting. For the 2009-2010 school year, if the commissioner of education declares a crisis, then this data must be reported for the affected students based on the guidance from TEA. Otherwise, if a student is not affected by a declared crisis, then this field may be left blank and TEA will convert this blank field to a value of “00”. This data may be used for determining special funding and/or accountability measures.

The ADA-ELIGIBILITY-CODE identifies the level of membership and Average Daily Attendance eligibility for a particular student. Additional requirements and rules concerning this code are available in Section 3 of the Student Attendance Accounting Handbook

For assistance with the PEIMS Data Standards contact the PEIMS Office at PeimsCustomerSupport@tea.state.tx.us

This version of the PEIMS Data Standards is a programmatically converted HTML version of the PEIMS Data Standards. It is intended as a job aid to facilitate navigation of the PEIMS Data Standards documentation and should not be used to submit PEIMS data or to reach final conclusions about individual public schools. All of the information provided is reviewed for accuracy and reliability; however, TEA assumes no responsibility for any errors appearing in the HTML version of the PEIMS Data Standards.