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academy:ecds_kg

Early Childhood Data System (ECDS) Submission - Kindergarten: Update 2020-2021


The Early Childhood Data System (ECDS) collection is one of the TSDS Core Collections. This guide covers the submission of kindergarten (KG) data. (Pre-kindergarten data is submitted separately.) The reporting of KG program data for ECDS is mandatory for all public school districts and open-enrollment charter schools that administer a test from the Commissioner’s List of Approved Kindergarten Assessment Instruments.

LEAs are required to submit specific demographic, classroom link, and special program data elements for the 2020-2021 ECDS KG collection. All elements will be submitted in the TSDS Core Collections.

The ECDS KG submission is due January 28, 2021.

NOTE:

  • TEA will receive the assessment results directly from the vendor and the LEA will select when to load the results into the ODS through the CORE application.
  • The DC154 Assessment Title Code values will only include four assessments from two different vendors.
  • LEAs will continue to promote kindergarten assessment data into the ECDS data mart and validate the data.


Extract Rules and Edits for 2020-2021

Prerequisites

  • Verify that all roles and users are correct in TxEIS Security Administration.

  • For Student-only districts, the campus must have either entered staff information in District Administration or used the Staff Import utility in State Reporting.

I. Verify TxEIS Data

Verify data for each element on the following pages and reports. It is suggested that you run reports first, and then use the maintenance pages to update data where needed.

NOTE: ORGANIZATION-CATEGORY (E1240) is the classification of the education agency according to the level of administrative and operational control granted by the state. This is hard coded in the program as “LEA,” or “School” according to the county-district number.


Business

Human Resources > Maintenance > Staff Demo > Demographic Information

snippet of Demographic Information tab with ECDS elements highlighted

Interchange: StaffAssociationExtension
Complex Type: StaffExtension

The following elements from the StaffExtension complex type are included in the ECDS KG submission:

❏ FIRST-NAME Legal - First (E0703) is the employee’s legal first name. Do not use an initial unless an initial is the legal first name.

❏ MIDDLE-NAME Legal - Middle (E0704) is the employee’s legal middle name as shown on the identification documentation used for employment. If the employee has no middle name, the field must be blank. The middle name can be reported as blank for employees only when the employee does not have a middle name on his identification documentation. Do not use text such as NONE or NA.

❏ LAST-NAME Legal - Last (E0705) is the employee’s legal last name.


RUN REPORT FOR VERIFYING DATA:

Staff demo data can be verified by running the following report:

Human Resources > Reports > User Created Reports > HR Report

snippet of Create HR Report with ECDS elements highlighted


Student

Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Section

Section tab with ECDS elements highlighted

Interchange: StudentEnrollmentExtension
Complex Type: StudentSectionExtension

The following element from the StudentSectionExtension complex type is included in the ECDS KG submission:

❏ HOMEROOM-INDICATOR Home Room Ind (E1440) indicates if the section is the student’s home room.

IMPORTANT: Be sure Home Room Ind is selected for at least one class for all KG students, and that the student was enrolled in this class on the reading assessment date.

  • A student can only have one home room selected.

The home room indicator identifies the teacher in the ECDS KG system who will be used in the ECDS KG reports. For each KG home room Instructor, verify the following on Grade Reporting > Maintenance > Master Schedule > Campus Schedule > Instructor:

  • The teacher must not be excluded from PEIMS Reporting. Be sure Exclude from PEIMS is not selected.
  • The teacher must have a valid Staff ID or SSN.

Use SGR0400 and SGR0900 to ensure that all students are enrolled in a specific homeroom course.


Interchange: StaffAssociationExtension
Complex Type: TeacherSectionAssociationExtension

The following elements from the TeacherSectionAssociationExtension complex type are included in the ECDS KG submission:

❏ CLASS-ROLE Class Role (E1067) indicates the role served by a teacher for a class, such as Teacher of Record, Assistant Teacher, or Support Teacher.

NOTE: Only Class Role 01 (Teacher of Record) will be extracted. Class Roles 02 and 03 are not reported in the ECDS KG submission. All homeroom classes must have a Teacher of Record.


❏ ASSIGNMENT-BEGIN-DATE Entry Date (E1065) is the date the teacher was assigned, or reassigned, to a particular course-section in the current school year. If more than one teacher is assigned to a course-section during the duration of a course-section, a record is required for each teacher that was assigned to the course-section.

❏ ASSIGNMENT-END-DATE Withdraw Date (E1066) is the last date the teacher was assigned to a particular course-section in the current school year. If a withdrawal date is not present, the last day of school will be used.


RUN REPORT FOR VERIFYING DATA:

Master schedule data can be verified by running the following reports:

Grade Reporting > Reports > Grade Reporting Reports > Master Schedules > SGR0110 - Master Schedule PEIMS (Grd Rpting)

SGR0110


Registration > Maintenance > Student Enrollment > Demo1

Demo1 tab with ECDS elements highlighted

Interchange: StudentExtension
Complex Type: StudentExtension

The following elements from the StudentExtension complex type are included in the ECDS KG submission:

❏ FIRST-NAME Name - First (E0703) is the student’s legal first name. Do not use an initial unless an initial is the legal first name.

❏ MIDDLE-NAME Name - Middle (E0704) is the student’s legal middle name as shown on the identification documentation used for school enrollment. If the student has no middle name, the field must be blank. The middle name can be reported as blank for students only when the student does not have a middle name on his identification documentation. Do not use text such as NONE or NA.

❏ LAST-NAME Name - Last (E0705) is the student’s legal last name.

❏ STUDENT-ID SSN (E0001) is the student’s SSN or state-approved alternate ID. The first character of the ID must be S or 0-8.

❏ SEX-CODE Sex (E0004) indicates the student’s gender.

❏ DATE-OF-BIRTH DOB (E0006) is the month, day, and year of the student’s birth.

❏ HISPANIC-LATINO-CODE Hispanic/Latino (E1064) indicates a person of Cuban, Mexican, Puerto Rican, South or Central American, or other Spanish culture or origin, regardless of race.

❏ WHITE-CODE White (E1063) indicates a person having origins in any of the original peoples of Europe, the Middle East, or North Africa.

❏ BLACK-AFRICAN-AMERICAN-CODE Black/African American (E1061) indicates a person having origins in any of the black racial groups of Africa.

❏ ASIAN-CODE Asian (E1060) indicates a person having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent.

❏ AMERICAN-INDIAN-ALASKA-NATIVE-CODE American Indian/ Alaskan Native (E1059) indicates a person having origins in any of the original peoples of North and South America (including Central America), and who maintains a tribal affiliation or community attachment.

❏ NATIVE-HAWAIIAN-PACIFIC-ISLANDER-CODE Hawaiian/Pacific Isl (E1062) indicates a person having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.


Interchange: StudentEnrollmentExtension
Complex Type: StudentSchoolAssociationExtension

The following elements from the StudentSchoolAssociationExtension complex type are included in the ECDS KG submission:

❏ GRADE-LEVEL-CODE Grade (E0017) is the student’s current grade level.


RUN REPORT FOR VERIFYING DATA:

❏ Demo1 data can be verified by running the following reports:

Registration > Reports > Create Registration Report

snippet of Create Registration Report with ECDS elements highlighted


Registration > Maintenance > Student Enrollment > Bil/ESL

Bil ESL tab with ECDS element highlighted

Interchange: StudentExtension
Complex Type: StudentExtension

The following element from the StudentExtension complex type is included in the ECDS KG submission:

❏ LEP-INDICATOR-CODE LEP Cd (E0790) indicates if the student has been identified as limited English proficient.

RUN REPORT FOR VERIFYING DATA:

❏ The LEP indicator can be verified by running the following report:

Registration > Reports > Create Registration Report

snippet of Create Registration Report with ECDS element highlighted

II. Create Interchanges


State Reporting > Utilities > Create TSDS Core Collections Interchanges

Create State Reporting Interchanges utility

Core Collection

Select the submission. For the ECDS KG submission, select Early Childhood Data System - KG.

Ending School Year

(Display only) The submission year, as entered in the Submission Year field on State Reporting > Options, is displayed.

For the 2020-2021 ECDS PK submission, the field should display 2021.

Campus

Type the three-digit campus ID. Leave blank to select all campuses in the district.

As-Of Date

(Required) Enter the as-of date for running this utility.

NOTE: This date is only used as the reading assessment date if the corresponding ECDS Assessment date on Registration > Maintenance > Student Enrollment > Demo2 is blank.

However, this date is required regardless, because it is used as the staff association date as well as for determining the course-section in the the master schedule.


❏ Select the following individual interchanges for the ECDS KG submission.

  • All TSDS Early Childhood Data System - KG Interchanges
  • Education Organization Interchange
  • Master Schedule Interchange
  • Staff Association Interchange
  • Student Enrollment Interchange
  • Student Parent Interchange



Courses with the following service IDs are included:

  • 01020000
  • 02510001
  • 02520004
  • 02530002
  • 02540005
  • 02550020
  • 02560005
  • 02561005
  • 02620001
  • 02630001
  • 02640005
  • 02650000
  • 02660009
  • 02670000



Selected Students

The field is enabled if you selected all interchanges or a student-related interchange. Type or click to select the students for whom you want to create an interchange. Separate multiple students (Texas unique student IDs) with a comma (e.g., 6895409515,1628657282,2986961713). Leave blank to select all students.

Note: The As-Of Date field must be completed in order for this field to retrieve students.

Selected Staff

The field is enabled if you selected all interchanges or a staff-related interchange. Type or click to select the employees for whom you want to create an interchange. Separate multiple employees (Texas unique staff IDs) with a comma (e.g., 4732877094,2568052155). Leave blank to select all staff.

Note: The As-Of Date field must be completed in order for this field to retrieve staff.


❏ Click Run.

When the process is complete, you are prompted to save a .zip file containing the individual files for the completed interchanges.

The default name of the zipped folder is District_YYYY-MM-DD.HH-MM-SS.TSDS.zip, where:

  • District is the six-digit county-district number
  • YYYY-MM-DD is the date when the folder was created
  • HH-MM-SS is the hour, minute, and second when the folder was created

Example: 015102-2020-01-15.15-30-22.TSDS.zip


The default name for the individual files is District_Campus_Collection_TimeStamp_Interchange.xml, where:

  • District is the six-digit county-district number
  • Campus is the three-digit campus ID
  • Collection is the nine-character collection (ending school year & submission)
  • TimeStamp is the 12-digit date-time-stamp when the interchange was created (YYYYMMDDHHMM)
  • Interchange is the name of the interchange created.

Example: 015102_000_2021TSDS_202001151420_InterchangeStudentProgramExtension.xml



❏ If errors are encountered:

  1. Correct the data in TxEIS.
  2. Re-run the interchange(s).
academy/ecds_kg.txt · Last modified: 2021/03/24 10:22 by apape

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