State Reporting 21.10.2.0 Release Notes

PSSR-276621

Fund Code Table Updates

TEA Fund Code Table C145 is updated in PS_COMMON_CODE per the October 2 TEA Post-Addendum Data Standards.

• Impacted pages and dropdown listsStaff > Staff Data (Payroll and Employment) > Record Type > 060 Payroll > Fund CodeDistrict > District Finance > Fund Code

• Updated Code Descriptions
  (364) Shared Services Arrangements - IDEA-Part B, Formula - American Rescue Plan (ARP) Act
  (365) Shared Services Arrangements - IDEA-Part B, Preschool - American Rescue Plan (ARP) Act
  (367) Shared Services Arrangements - American Rescue Plan (ARP) Act - Homeless II - Education for Homeless Children and Youth Program

• New Codes
  (279) Texas COVID Learning Acceleration Supports (TCLAS) - State ESSER III Funds
  (280) American Rescue Plan (ARP) Act - Homeless II - Education for Homeless Children and Youth Program
  (283) Supplemental ESSER (ESSER-SUPP)
  (284) IDEA-Part B, Formula - American Rescue Plan (ARP) Act
  (285) IDEA-Part B, Preschool - American Rescue Plan (ARP) Act

PSSR-275053

New Career and Tech Special Program Import Process for TEA-calculated Career Tech Indicators and Updates to the Daily CTE Auto-Code Process

Additional Reference: PSSR-274959 
Import Process for TEA Calculated Career Tech Indicators: Version 21.10.2
CTE Auto-Code Process: Version 21.10.2
A new report is now available under the Special Programs category on the State Reports page. The import process automatically updates and/or creates Career and Tech special program records using the TEA-calculated CTE Indicator Codes contained in your district’s PDM3-404-002_CareerandTechnicalEducation CSV file. Updates to the daily CTE Auto-Code Process are also available to keep the Career and Tech special program records in synch with student CTE course attempts and completions.

• Instructions

  • First run the new Import Process for TEA Calculated Career Tech Indicators from the State Reports page.

  • After completing the import, navigate to District > District Info > Texas Preferences > Enable Daily CTE Auto-Code. If the checkbox is not already enabled, select it. By default, the Auto-Code runs at 2:00 am; change the time as desired and submit the page.

• Summary

  • The TEA source file contains one or more records for each student who completed at least one CTE course in a prior year along with the applicable Career Tech Indicator as calculated by TEA, the Program of Study, Federal Cluster and State Career Cluster.

  • Each record contains one of the TEA-calculated Career Tech Indicator Codes7 CTE Completer6 CTE Concentrator5 CTE ParticipantE CTE Explorer

  • Students can have multiple records for different programs of study and may have the same or different CTE codes for each program.

  • The import process extracts a single CTE Indicator Code per student using the highest code attained and populates the PowerSchool Career and Tech special program record with this code.

  • Important: This process does not currently import the students’ Program(s) of Study or Clusters. A follow-on enhancement planned for the next release will provide a new table to store these records along with a CTE Programs of Study page for each student that will be accessible from the Career and Tech Special Program record.

• Running the Import

  • Before proceeding, log into TSDS and download your district’s PDM3-404-002_CareerandTechnicalEducation file in CSV format.

  • On the State Reports page, click on the Import Process for TEA Calculated Career Tech Indicators report.Verify that the School Year parameter is set to 2021-2022.Click the Browse button, navigate to and select your downloaded PDM3-404-002 file to launch the import process.Students are matched using the Student Number from the LocalID column in the file.Any open Career and Tech special program records from prior years are closed.Any current year records are updated, and new records are created as appropriate to populate each student’s CTE Indicator with a value of E, 5, 6, or 7.For students with multiple CTE Indicators in the file, the highest CTE Indicator completed by the student is extracted.Any existing CTE Indicator Override values in records dated 08/01/2021 and beyond are cleared, and the override field is also hidden in these records. Values in the CTE Indicator Override from prior years are preserved and remain visible in those records.

  • Records for students with no matching PowerSchool Student Number and records for students with no active enrollment in the current year are not imported and will appear in the companion Excluded Students file.

• Career and Tech records can also be manually created or imported for students with a TEA-calculated Career Tech Indicator who transfer into your district.

• Nightly CTE Auto-Code Process Updates

  • The Auto-Code no longer populates any records with obsolete CTE Indicator values of 0, 1, or 2 and also cleans out any obsolete values that may remain in records dated in the 2021-22 school year. CTE Indicators and records from prior years are preserved.. In current year records, any values for the three CTE elements reported in the PEIMS Summer Submission are also preserved.

  • Students with a current year CTE record with obsolete CTE Indicator values of 0, 1, or 2If the CTE Indicator Override value is 0, 1, or 2, the value is cleared.If the CTE Indicator Code is 0, 1, or 2, the value is updated to (4) Not CTE.The CTE Auto-Code Status field is updated per existing functionality as students add, drop, and complete CTE courses.

  • Students with a current year CTE record with a CTE Indicator of 7, 5, 6, E, or 4The CTE Indicator Code is preserved.The CTE Auto-Code Status field is updated as students add, drop, and complete CTE courses.

  • Students with no open current year CTE record who are scheduled into at least one CTE class at some point in the yearA new record is created with Entry Date equal to the first day the student was scheduled into a CTE class.The CTE Indicator Code is set to a value of (4) Not CTE. If the student has a TEA-calculated CTE Indicator from a prior district, update the value to 7, 5, 6, or E.The CTE Auto-Code Status field is updated as students add, drop, and complete CTE courses.

  • CTE Auto-Code Status Values

    • CTE currently scheduled: student has a current CTE class in progress or is scheduled for a future class

    • CTE not completed: student was scheduled into a CTE class but dropped the class prior to the end of the term, and also does not have a final grade for the class.

    • CTE completed: student was enrolled on the final day of the CTE class or has a final grade for the class.

    • CTE completed & currently scheduled: student completed a CTE class and is scheduled for one or more additional CTE classes.

PSSR-269297

New Student Assessment Pre-Code Registration File

Student Assessment Registration File: Version 21.10.2
A new version of the Student Assessment Pre-Code file is available to support the 2021-22 Cambium Assessment registration process for the STAAR 3-8, STAAR EOC, STAAR Alternate 2 and TELPAS/TELPAS Alternate assessments.

• Summary

  • The Cambium Assessment registration process differs fairly significantly from that of previous years.

  • Each student is reported with a single record in the Registration file covering all the assessments the student will take. Separate records for the EOC assessments are no longer reported.

  • Students must first be registered for their assessments by uploading the Student Registration Upload file to the Cambium TIDE system. Once registered, students can then be assigned attributes (accommodations) by uploading the separate Student Attributes Upload file (see related Release Note).

  • Important: Extract and load the Registration file before attempting to load the Attributes file.

  • The Registration and Attributes files can be loaded multiple times as needed. Each upload updates and replaces the data for each student in the Cambium system.

• Runtime Parameters

  • The standard parameters for selection of schools and students are provided. Unless you need to extract for a small group of known students, we recommend that the All Students option be selected. The assessment(s) selected in the Assessment parameter determine the students included in the file.

  • Assessment Parameter

    • The concept of separate extracts for specific grade levels, individual STAAR subjects or testing windows is no longer applicable. Instead, the Assessment(s) selected at runtime serve to control the selection of students included in the registration file.

    • Options are available to select STAAR 3-8, STAAR EOC, STAAR Alternate 2 and TELPAS/TELPAS Alternate, and multiple assessments can be selected simultaneously.

    • Important: The initial version of the Registration File does not include a parameter to exclude students with missing UID’s. Unique ID is a required field and your file will be rejected if students have missing values. Prior to submitting the file to Cambium, inspect the file in Excel and remove any records for students with missing UID’s. In a subsequent release, the extract will be enhanced to provide a Missing UID parameter and a companion Excluded Students list.

• Creating Registration Files

  • The registration file contains student demographics and various PEIMS Indicators, including additonal PEIMS fields that were not included in prior years. Only a minimum number of fields are required (Student UID, Name, DOB and Campus). Many fields are automatically defaulted, and any left blank will not cause the file to be rejected.

  • Each student will have a single record in the file with the Test Format set to online or paper for each assessment the student will take. STAAR Alternate 2 and TELPAS Alternate 2 flags are also output along with the Above Grade Level and Interim Off Grade fields for the STAAR 3-5 assessments based on the students’ records in PowerSchool.

  • Each assessment can be selected and uploaded separately, or in tandem with other assessments. All fields and applicable assessments for the student will be populated based on the students selected. For example, if TELPAS is selected, any student also testing for STAAR 3-8 or EOC will also have values populated for any elements applicable to those assessments. Records can be subsequently updated by loading a new file.

• TELPAS/TELPAS Alternate

  • The next registration window is for TELPAS and TELPAS Alternate with registrations due between 11/05/2021 and 11/19/2021 (based on the Preliminary 2021-22 Calendar of Events).

  • Select All Students and the TELPAS/TELPAS Alternate Assessment option.

  • The file will contain a record for each student with an EB/EL Indicator (LEP Indicator of 1).

  • TELPAS-specific fieldsTELPAS Alternate flag (column AH): output as Y if the TELPAS Alternate field is set to Yes in the EB/EL special program record; default is blank.Years in US Schools (column AS): output for all grade levels except KG based on the EB/EL record; default is blank.Parent Denial Code (column AT): output as as Y if Parent Permission = C; default is blankTELPAS Code (column BD): output as A, H, or O based on the EB/EL record; default is A.Unschooled Asylee (column BE): output as Y if coded in the PEIMS General record; default is N.Students with Interupped Formal Education (SIFE) Code: output as Y if the SIFE field is set to Yes in the EB/EL record; default is N.

• STAAR Alternate 2

  • The registration window is 12/13/2021 through 01/05/2022.

  • Ensure students who will take the STAAR Alternate 2 version of the STAAR 3-8 and STAAR EOC assessments have been assigned this assessment in PowerSchool.

  • Select All Students and the STAAR Alternate 2 Assessment option.

  • The file will contain a record for each student assigned the alternate version of the assessment with the STAAR Alternate flag in column AI set to Y.

  • The Test Format fields for Paper/Online will be populated for the applicable assessments in columns AU – BC based on the group assigned in PowerSchool or the student’s individual override; default is O.

• STAAR 3-8

  • Ensure the STAAR 03-STAAR 08 assessments have been assigned to courses as appropriate. If needed, the STAAR 3-8 assessments can also be manually assigned on the Student Assessment Pre-Code page.

  • Select all students and the STAAR 3-8 Assessment option.

  • The file will contain a record for each student assigned the STAAR03-STAAR08 assessment.

  • The Test Format fields for Paper/Online (columns AU-AX) will be populated for the applicable assessments based on the group, override group, or individual student override in PowerSchool; default is O.

  • If entered in PowerSchool, the Interim Test Off Grade elements (columns BN-BP) and the Above Grade elements (columns BQ-BT) are output as appropriate for each subject; default is blank.

• STAAR EOC

  • Ensure the STAAR EOC assessments have been assigned to the corresponding year long or part 2 EOC courses or sections. If needed, STAAR EOC assessments can also be manually assigned on the Student Assessment Pre-Code page.

  • The file will contain a record for each student assigned to at least one EOC assessment.

  • The Test Format fields for Paper/Online (columns AY-BA) will be populated for the applicable assessments based on the group, override group, or individual student override in PowerSchool; default is O.

  • The EOC Flag for each assigned assessment (columns BU-BY) will be output as Y; default is blank.

PSSR-277374

New Student Test Attributes Upload File

Student Test Attributes Upload File: Version 21.10.2
A new Student Student Test Attributes file is available to support the assignment of attributes (accommodations) for the 2021-22 Cambium Assessment STAAR 3-8, STAAR EOC, STAAR Alternate 2 and TELPAS/TELPAS Alternate test administrations.

• Summary

  • Unlike in prior years, accommodations are not loaded as part of the Student Registration File.

  • Students must first be registered for their assessments by uploading the Student Registration Upload file to the Cambium TIDE system. Once registered, students can then be assigned attributes (accommodations) by uploading the separate Student Attributes Upload file.

  • The only students included in the Attributes file are those for whom attributes have been entered in the Student Assessment Pre-Code pages. See the related release note for the Student Assessment Pre-Code page updates for details about the data collection.

  • Important: Extract and load the Registration file before attempting to load the Attributes file.

• Runtime Parameters

  • The standard parameters for selection of schools and students are provided. Unless you need to extract for a small group of known students, we recommend that the All Students option be selected. The assessment(s) selected in the Assessment parameter and the attributes assigned to the student in PowerSchool determine the students included in the file.

  • Assessment Parameter

    • Options are available to select STAAR 3-8, STAAR EOC, STAAR Alternate 2 and TELPAS/TELPAS Alternate, and multiple assessments can be selected simultaneously.

    • Important: The initial version of the Attributes File does not include a parameter to exclude students with missing UID’s. Unique ID is a required field and your file will be rejected if students have missing values. Prior to submitting the file to Cambium, inspect the file in Excel and remove any records for students with missing UID’s. In a subsequent release, the extract will be enhanced to provide a parameter and a companion Excluded Students list.

• Creating Student Attribute Files

  • Code students as needed on the Student Assessment Pre-Code page. If a record for the 2021-22 school year is not displayed, click the New button to create a record.

  • To assign attributes to an Assessment Assigned Based on Enrollment, click on the Course/Name Section hyperlink and select the appropriate checkboxes. For students needing to test in Spanish or Braille, select the appropriate option from the Presentation/Language dropdown list field for the desired subject(s).

  • To assign attributes for a manual Assessment Assigned to the Student, click on the Test Name hyperlink. Click the New button if the test does not display and needs to first be manually assigned. Follow the same steps as above to select the Attribute checkboxes or to set the Presentation/Language dropdown list option.

• Student Attributes Upload File

  • Record Selection CriteriaStudents assigned a single attribute for a single assessment or subject will have one row in the file.Students assigned multiple attributes for one or more assessments or subjects will have multiple rows in the file.Students with no assigned attributes will not appear in the file.

  • The file contains four columns: Student Unique ID, Subject, Tool Name, and ValueStudent Unique ID: the state UID previously loaded in the Student Registration File.SubjectReading, Mathematics, Science, or Social Studies for STAAR 3-8/STAAR 3-8 Alternate 2Algebra I, Biology, English I, English II, or U.S. History for STAAR EOC/STAAR EOC Alternate 2TELPAS Reading for TELPAS/TELPAS AlternateTool Name and Value: the name of the Cambium Assessment tool and the valid values for the tool as output in the PowerSchool file. The available attributes vary according to the assessment and match the presentation of the attributes on the PowerSchool Student Assessment Pre-Code pages.ASL Videos: Show ASL Videos (PowerSchool code V)Auto Text-to-Speech: On (PowerSchool code A)Content and Language Supports: On (PowerSchool code C)Large Print: On (PowerSchool code X)Permissive Mode: On (PowerSchool Code P)Presentation (Presentation/Language field): Braille or SpanishRefreshable Braille Type: UEBContracted (PowerSchool code BC) or UEBUnContracted (PowerSchool code BU)Spelling Assistance: On (PowerSchool code E)Speech-to-Text: On (PowerSchool code S)Text-to-Speech: On (PowerSchool code T)TI Calculator: On (PowerSchool code M)

PSSR-276717

Student Assessment Pre-Code Data Collection Updates

District > Texas State Assessment Setup
District > Texas State Assessment Group Overrides
Student > State/Province – TX > Student Assessment Pre-Code
Updates are now available to support the revised setup and data entry for the new 2021-22 Cambium Assessment Student Registration and Student Attributes file uploads.

• District > TX State Assessment Setup

  • The list of Texas assessments is updated to remove the obsolete Algebra II and English III EOC assessments.

  • Assessment Group Codes for the STAAR 3-8 and STAAR EOC assessments are updated to remove references to the obsolete ST1, ST2, EOC1 and EOC2 testing window codes, and the table is re-seeded with new codes:STAAR: GR3 – GR8STAAR EOC: EOCA1, EOCBI, EOCE1, EOCE2, EOCUS

  • Any existing records for assessments assigned to Courses or Sections are automatically updated with the new codes.

  • Paper/Online now defaults to OnlineClick on the Assessment Code to access the details for each STAAR 3-8 grade level group or STAAR EOC assessment.To change the Paper/Online setting, click the pencil icon for any STAAR 3-8 grade level group or STAAR EOC assessment as needed.

• District > Texas State Assessment Group Overrides

  • Any Assessment Group overrides previously defined for your district remain in the list. Update or add groups as needed.

  • Note that while the Cambium Student Registration File does not contain the Student Group element, in PowerSchool these groups still support the designation or override of the Paper or Online test format in the Registration file.

  • Groups can be useful if a particular student or group of students will be testing in a different format than the majority of students.

  • Student Group overrides are also often assigned to students taking the STAAR Alternate 2 version of the STAAR 3-8 or EOC assessments.

• Assigning Assessments to Courses or Sections

  • STAAR 3-8Assign the STAAR GR3-GR8 assessments for the appropriate grade level to one or more courses.If you have separate homeroom courses for each grade level in which all students are enrolled, such as Homeroom Grade 3 or Attendance Grade 4, this is the simplest approach.The assessments can also be assigned to either the ELA/Reading course or the Math course for each grade level. Do not assign the assessments to both the Math and Reading courses, or to the separate Social Studies and Science courses.A registration record will be automatically generated for all students enrolled in the course.Assessments can also be assigned to sections, though this effort will need to be duplicated each year and is not recommended.

  • STAAR EOCAssign the EOC assessments to the corresponding EOC courses in your course catalog.For year-long EOC courses taught in the Year term, assign the EOC assessments to the year-long course. Assessments can also be assigned to Sections, but that is not the recommended approach.For separate semester EOC courses such as Algebra 1A-Part 1 and Algebra IB-Part 2, assign the EOC assessment to the Part 2 course. Records are not extracted for assessments assigned to Part 1 courses; only the “completion” Part 2 record is considered.If you have students that need to take an EOC but are not enrolled in the second semester of the corresponding EOC course, records can be manually assigned (see “Assessment Assigned to the Student” below).

  • STAAR Alternate 2 (STAAR 3-8 or EOC)The STAAR Alternate 2 assessment can also be assigned to courses or sections only if the special education students who will take STAAR Alt2 are enrolled in separate courses.Do not assign the STAAR Alternate 2 assessment to a course or section in which non-STAAR Alt 2 students are enrolled or the regular education students will receive an incorrect registration.In most cases, STAAR Alternate 2 is manually assigned to the students that need it (see “Assessment Assigned to the Student” below).In the case where a student has an assessment record based on enrollment and is also manually assigned to the STAAR Alternate 2 assessment, records are automatically de-duped in the Registration and Attributes upload files and the student is flagged for the STAAR Alternate 2 assessment.

  • TELPAS/TELPAS AlternateAssessments are not assigned to courses or sections for TELPAS or TELPAS Alt.Instead, a registration record is automatically extracted for each student whose EL/EB (LEP) Indicator is 1.Additional TELPAS elements including the TELPAS Alt flag are extracted from the EL/EB special program record and the PEIMS General record.

• Student > State Province – TX > Student Assessment Pre-Code

  • Main Assessment PageIf a student does not require any manually assigned assessments, attributes (accommodations), or other exceptions, an assessment record for the current year is not required. A registration record will be automatically generated and the applicable elements for each of the student’s assessments will be populated based on the assessments assigned to Courses or Sections.To manually assign assessments, attributes, or other exceptions, click the New button to create a record for the current year and access the Assessment(s) Assigned Based on Enrollment and Assessment(s) Assigned to the Student (manual entries).The obsolete Above Grade Level field is now hidden. In its place, separate Above Grade Level fields are now available for each of the STAAR 3-8 subjects in the detail pages.For students testing out-of-district, populate the Online Testing Home CDC Number.

  • Assessment Assigned Based on Enrollment: Click the Course Name/Section hyperlink to access the detail page in order to enter overrides or attributes (accommodations) for the student.

  • Assessment Assigned to the Student: To manually assign an assessment, click the New button and select the appropriate assessment from the dropdown list. Select any attributes or overrides required by the student.

  • Assigning AttributesTo assign attributes to an Assessment Assigned Based on Enrollment, click on the Course/Name Section hyperlink.To assign attributes for a manual Assessment Assigned to the Student, click on the Test Name hyperlink.The attributes available for each assessment are presented as a series of checkboxes. Available attributes vary by the assessment.Most attributes are for online testing; select all that apply.For paper testing, select the X (Paper Only) checkbox for Large Print. In this case, online attributes cannot be selected simultaneously with the paper option.Data entry for the Presentation attribute is an exception. This attribute is entered using the Presentation/Language dropdown list fields for each assessment, and only needs to be entered if the student requires Braille or Spanish (Spanish not available for all assessments). Otherwise, Cambium defaults the Presentation to English.Attributes LegendA = Auto Text-to-SpeechBC = Refreshable Braille Type UEBContractedBU = Refreshable Braille Type UEBUnContractedC = Content and Language SupportsE = Spelling AssistanceM = TI CalculatorP = Permissive ModeS = Speech-to-TextT = Text-to-SpeechV = ASL Signed VideosX = Large Print (Paper Only)

PSSR-274318

Student Truancy Tracking Page Updates

The Student Truancy Tracking page is updated with a school year dropdown list selector so that Truancy data from prior years can be viewed. Prior year truancy records are not recalculated and displayed as read-only. The display of a student's current year truancy data is automatically refreshed when the page is opened, and can also be refreshed for all students by running the Texas Truancy Status Report.