Data Submission Specifications
The following requirements are for use by PEIMS users in formatting files for transmission to the agency. Failure to adhere to these standards can delay processing of the data or cause the data to be returned.
General Requirements
1. Records must be in INPUT-RECORD-TYPE-CODE order within each LEA PEIMS file.
2. Once the data are ready to be validated, it can be submitted to the TEA server.
Data and File Requirements
1. Data files for each reporting entity are transferred to TEA via EDIT+ using a TEA-specified file format Files are classified as campus (containing campus data), district (containing district or charter school data), and ESC (containing ESC data). The final file for the 1st submission and resubmission must be fatal free and contain all record groups for the collection.
2. PEIMS data files must be constructed using the following specifications:
a) Each record is contained in one line in the file.
b) Each record (line) is terminated by a consecutive carriage return and line feed (only).
c) Records can be variable length, but cannot exceed 80 bytes.
d) Record filler at the end of each record is optional. If included, filler must contain blanks.
e) Any position not containing a data element must contain blanks.
f) No tab characters are allowed.
g) All data elements are represented in ASCII code.
h) There are no special characters before the first character of the first record in the file. Special characters are defined as any character not specifically described in the "Description of Data Elements" in Section 3.
i) There are no special characters after the last record in the file. The file must be terminated by a carriage return, line feed, and end-of-file marker (Control-Z) following the last record.
3. Negative numbers must be over punched in the rightmost digit using ASCII format. See the "Description of Data Elements" at the beginning of Section 3 for additional information about over punching.
4. Alpha characters must be in upper case only.
5. The file name identifies the reporting entity and follows this naming convention:
Position |
1st |
2nd -5th |
6th-11th |
12th-14th (opt) |
15th-17th (opt) |
|---|---|---|---|---|---|
Description: |
Collection Period |
Four digits of school year |
County-District Number |
|
Use as required to create unique name for partial file |
Examples: F2014227950 = 2013-2014 Fall Collection for Region XIII F2014227901 = 2013-2014 Fall Collection for Austin ISD F2014227901000BUD = 2013-2014 Fall Collection for Austin ISD (partial file contains budget groups) F2014227901002 = 2013-2014 Fall Collection for Austin High School (AISD) |
|---|
Note: Updating the file outside the vendor software can cause invalid characters to be stored. This can cause problems in processing the data at TEA. It is recommended that any updating of data be done within the vendor software.
Partial data submissions may be submitted for data validation. There are five partial groups:
a) Budget (record type 030)
b) Actual Financial (record types 032 and 033)
c) Course Section (record type 300)
d) Staff (record types 040, 043, 050, 055, 060, 090, and 305)
e) Student (record types 100, 101, 102, 110, 163, 169, 170, 203, 400, 405, 408, 410, 415, 425, 435, 461, 500, 505, and 510)
Partial submissions must be complete within a record group; for example, school leavers cannot be submitted without the rest of the student record group. All partial submissions must include all of the organization records (record types 010, 011, 020) that are applicable for the collection. A partial submission can contain multiple groups as long as the organization records are included with the submission. The final file for the 1st submission and resubmission must be fatal free and contain all record groups for the collection. The groupings for each submission are identified on page 1.1.
PEIMS EDIT+ assumes the file is a partial submission if the file name contains any character in the 9th position (see Data and File Requirements, above). Therefore, partial groups can be submitted as often as necessary.