District PEIMS Coordinator Checklist to Audit PEIMS Staff on Campuses

The Public Education Information Management System (PEIMS) encompasses all data requested and received by the Texas Education Agency related to public education, including student demographic and academic performance information, staff data, financials and organizational aspects.

At the district-level, the PEIMS Coordinator is accountable for overseeing processes and systems required to collect, communicate, and monitor TEA student attendance accounting rules and regulations. At campus levels, principals play an integral role in implementing systems to ensure student record accuracy.

1. Review Student Records

The District PEIMS Coordinator oversees student and staff data in accordance with state deadlines/guidelines, such as uploading weekly enrollment tracking data to TEA for PEIMS/TSDS reporting. In addition, the District provides timelines and schedules that all campuses and departments should abide by.

District administration assists campuses by training and providing information to data entry clerks at each campus level. However, determining whether PEIMS coding queries comply with TEA student attendance accounting rules is not central office administration’s responsibility; rather it rests with principals/PEIMS Coordinators of each school to implement systems and procedures necessary for accurate student level coding.

PEIMS data acceptance begins with campuses. Next, Edu Service Centers review each district’s Edit Error Reports to make sure it contains as few fatal errors as possible before flagging it for Superintendent approval and making available to TEA.

2. Review Staff Records

PEIMS coordinators must be able to effectively communicate the rules for staff records in accordance with TEA student attendance accounting guidelines and specifications, managing daily data processes and oversee campus reporting as well as training and monitoring student services staff on procedures and reporting.

Monitor all campuses to ensure compliance with TSDS PEIMS submission deadlines, run campus summary and student detail reports to verify and confirm data accuracy, coordinate corrective action plans with federal and state compliance teams as necessary and coordinate corrective actions plans as required.

Communication of TSDS PEIMS guidelines across the district and on each campus includes communicating SIS, HR and Business offices guidelines; working closely with campus student behavior coordinators to ensure proper discipline documentation exists and is on file; training staff on Skyward and TSDS PEIMS processes and managing weekly enrollment tracking uploads into TSDS PEIMS for uploads;

3. Review Administrative Records

The District SIS Director is accountable for overseeing and reporting of data gathered through PEIMS/TSDS, including timelines/guidelines to ensure data submission to State deadlines as mandated by TEA PEIMS/TSDS. They must also oversee weekly enrollment tracking uploads required by PEIMS/TSDS.

The 090 Staff Responsibilities record provides teacher responsibility data that is used to calculate partial FTEs. Each 090 record reports with its own 14 character district defined identifier for its campus location. Furthermore, it includes details regarding which course section or section type the teacher of record is teaching on this record as well as service types it offers and an estimated monthly minutes taught value that represents four weeks leading up to fall snapshot date; the calculated sum total of each class on reporting days makes up this MONTHLY-MINUTES figure.

4. Review Financial Records

The Superintendent (or anyone acting in their capacity as Superintendent) is solely accountable for determining each student’s PEIMS coding information in accordance with TEA student attendance accounting rules and regulations, without delegation or subcontracting this function to another party.

Executive Directors of ESCs are accountable for reviewing and verifying the accuracy of each submission or resubmission of their PEIMS data file, before signing an electronic “Superintendent Statement of Approval of Summary Report and Error Listing” (SAF) file that will be stored on a secure TEA server and sent as an email notification to those listed as recipients in EDIT+ under SAF Administration for that ESC.

District and campus staff play an essential role in managing PEIMS data. Educators must work collaboratively to collect, review and correct PEIMS information so that it is accurate. This arduous endeavor requires collaboration among staff from Business Office to Principal to Counselors to Teachers to Program Directors/Coordinators – making for an immense task that must be tackled together by educators across campus.