SB3 PowerSchool SIS Texas
SB3 PowerSchool SIS Texas
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Unique ID Enrollment Event Tracking

Each school district submits the Unique ID with Enrollment Events batch file to the state TSDS system every week. The Unique ID Enrollment Event Tracking reports new and updated student enrollment and withdrawal records, and grade-level assignments.

This extract replaces the previous PET (Pupil Enrollment Tracking) Extract and integrates enrollment tracking with the TSDS Unique ID system.

Selection Criteria

Selection criteria determine which database records are used in the report.

School Selection

The report selects which school records to use based on the following criteria:

  • The school must not be marked as Exclude from State Reporting.

  • The school must be associated with a student included in the report.

Student Selection

The report selects which student records to use based on the following criteria:

  • The student must not be marked as Exclude from State Reporting ("Exclude from PEIMS")

  • To be included in the submission file, all required demographics fields must be populated, and the student must have at least one new or updated Entry, Exit, or Grade Level change during the target date range.
    If “Updates and New Records since Last Submission” is selected in the runtime parameter: a record is output for each new, updated, or deleted Entry, Exit, or Grade Level change occurring since the date specified in the Last Submit Date parameter.If “All Records within Date Range” is selected in the runtime parameter: a record is output for each Entry, Exit, or Grade Level change occurring within the date range encompassed by the Start Date and End Date parameters.

  • Students who have valid records are reported in the in the ET Event submission file.

  • Students who are excluded from the submission file are reported in the companion Excluded Students file if any of the following elements are missing or invalid:DemographicsStudent Name FieldsSSNTX Unique IDBirthdateHispanic/Latino CodeRace Code (at least one is required for all students)Invalid Enrollment or Withdrawal recordsExit Date > 1 day after school calendar end dateEntry Date before school calendar start dateEntry and Exit Dates outside of school calendarReverse EnrollmentsDuplicate Entry Dates at same school (except for valid No Show records)Duplicate Entry Dates at different schools (except for valid No Show records)Overlapping Enrollments

Report Input

Each of the available run options and data fields for the report is described below.

Field

Description

Select Schools

The multi-select list allows the user to use the Ctrl or SHIFT key on your keyboard to click each school for which you want to run the extract.

Note: At the school level, only the current school is available.

Current Selection Students

Select one of the following:

  • The Selected [number] Students Only – Run the report for only pre-selected students.

  • All Students – Run the report for all students in the indicated school(s).

School Year

Choose the school year for the student enrollment data you want to include in the report.

Records to Include

Select one of the following:

  • Updates and New Records since the Last Submission – Run the report for only records that are new or updated since the last submission. (Default)

  • All Records within Date Range – Run the report for all records within the reporting period.

Note: Except under special circumstances and unless specifically permitted by TEA, the default option, Updates, and New Records since the Last Submission should always be used.

Last Submit Date

From the calendar provided, select the most recent date the Unique ID Enrollment Events extract was submitted to the state.

Start Date

Select the first date in the reporting period from the calendar provided.

When generating the ET Enrollment Event Tracking extract, if PowerSchool SIS identifies the following types of records, they will not be considered as an error:

    Examples

      Most No Show records are dated the first day of school, valid No Show records can also occur during the year at the same school or different schools

        End Date

        Select the last date in the reporting period from the calendar provided.

        Transmission ID

        Enter a local identifier to include in the file header and trailer records. If left blank, the first 10 characters of the current user's last name outputs on the record.


        This field may not exceed 10 characters.

        Report Output: Unique ID Enrollment Event Batch File

        The report generates a zip file containing the Unique ID Enrollment Events CSV file and an Excluded Students companion file.

        Report Output: CSV

        Each of the fields displayed in the output of the report is described below. See Understanding the Report Output Table for a definition of each column in the table.

        Position

        Data Element

        Description

        [Table]FieldName

        Required

        Length

        Header Record Layout

        The header record is the first record in the file.

        1

        Record Type

        The record type.

        'TH'

        Yes

        2

        2

        Extract Date

        The date the extract was run.

        Derived

        Yes

        10

        3

        Extract Time

        The time the extract was run.

        Derived

        Yes

        8

        4

        Transmission ID

        The identifier of the submitter. Used for auditing.

        Derived

        The runtime parameter, Transmission ID, if populated. Otherwise, the last name of the user logged into the system.

        Yes

        10

        5

        Version

        The TEDS version.

        '3.0'

        Yes

        10

        6

        Delimiter

        The type of file delimiter. Hard-coded as 0X2C to note that the delimiter is a comma.

        '0X2C'

        Yes

        4

        7

        Source Name

        The name of the source. Hard-coded as SIS for students.

        'SIS'

        Yes

        N/A

        8

        Text Qualifier

        The type of text qualifier. Hard-coded as 0X22 to note that the qualifier is a double quote.

        '0X22'

        Yes

        N/A

        Detail Record Layout

        All fields that are reserved and not used by TEA must be included as blank, separated by a comma, and in double quote. The detailed records represent the individual enrollment event data.

        1

        Record Type

        The record type.

        'ID'

        Yes

        2

        2

        Current School Code

        The school where the student is enrolled.

        [Students]SchoolID

        [Reenrollments]SchoolID

        [Schools]Alternate_School_Number

        [Schools]School_Number

        Yes

        9

        3

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        20

        4

        Last Name

        The student's legal last name.

        StudentCoreFields.PSCore_Legal_Last_Name

        Yes

        60

        5

        First Name

        The student's legal first name.

        StudentCoreFields.PSCore_Legal_First_Name

        Yes

        60

        6

        Middle Name

        The student's legal middle name.

        StudentCoreFields.PSCore_Legal_Middle_Name

        No

        60

        7

        Name Suffix

        The student's generational suffix code.

        StudentCoreFields.PSCore_Legal_Suffix

        No

        1

        8

        Gender

        The student's gender.

        [Students]Gender

        Yes

        1

        9

        Date of Birth

        The student's birth date.

        [Students]DOB

        Yes

        10

        10

        Current Grade Level Code

        The student's grade level.

        [S_TX_STU_X]State_Grade_Level

        [Students]Grade_Level

        [S_TX_REN_X]State_Grade_Level

        [Reenrollments]Grade_Level

        Yes

        2

        11

        Local Student ID

        The student's local ID number. This field provides a mechanism to import student data from the TSDS Unique ID system back into local systems.

        [Students]Student_Number

        Yes

        9

        12

        Social Security Number or S-#

        The student's social security number.

        [Students]SSN

        Yes

        9

        13

        Race

        The student's race code.

        [StudentRace]RaceCD

        Yes

        1

        14

        TSDS Uniq-ID

        The student state-assigned a unique identifier.

        [Students]State_StudentNumber

        Yes

        10

        15

        Current District Code

        The district where the student is enrolled.

        [Prefs]DistrictNumber

        Yes

        6

        16

        Current School Year

        The current school year for the data contained in the extract. This value extracts from the school year runtime parameter selected on the report input.

        [Terms]YearID

        Yes

        4

        17

        Alternate Last Name

        The student's maiden name. This field is not stored in PowerSchool and is an optional field per TEA.

        N/A

        No

        25

        18

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        19

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        20

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        21

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        22

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        23

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        24

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        25

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        26

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        27

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        28

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        29

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        30

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        31

        Ethnicity Indicator

        The student's Hispanic/Latino indicator.

        Valid values:

        • 1 - Hispanic/Latino

        • 0 - Not Hispanic/Latino.

        [Students]FedEthnicity

        Yes

        1

        32

        Race 2 Code

        If the student has multiple race codes, this field contains the second code.

        [StudentRace]RaceCD

        No

        1

        33

        Race 3 Code

        If the student has multiple race codes, this field contains the third code.

        [StudentRace]RaceCD

        No

        1

        34

        Race 4 Code

        If the student has multiple race codes, this field contains the fourth code.

        [StudentRace]RaceCD

        No

        1

        35

        Race 5 Code

        If the student has multiple race codes, this field contains the fifth code.

        [StudentRace]RaceCD

        No

        1

        36

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        10

        37

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        60

        38

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        100

        39

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        60

        40

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        50

        41

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        50

        42

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        30

        43

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        30

        44

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        2

        45

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        17

        46

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        22

        47

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        20

        48

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        N/A

        49

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        20

        50

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        20

        51

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        125

        52

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        53

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        20

        54

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        2

        55

        Submission Purpose

        The type of data in the input file.

        Hard-coded as 002 for Enrollment Events.

        '002'

        Yes

        3

        56

        Person Type

        The type of person on the record.

        Hard-coded as 02 for a student.

        '02'

        Yes

        2

        57

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        1

        58

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        100

        59

        Entry/Exit Date

        The date on which the student enrolled or withdrew from the reporting campus.

        [Students]EntryDate

        [Students]Exitdate

        Yes

        Date

        60

        Entry/Exit Type

        Indicates if the date in the Entry/Exit Date field is an enrollment or withdrawal record.

        Entry Date: '01'

        Exit Date: '02'

        Yes

        2

        61

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        100

        62

        Entry/Exit Verified Flag

        The status of the enrollment event.

        Valid values:

        • 1 – Verified

        • 2 – Unverified

        • 3 – Calendar

        • 4 – Delete

        Derived

        Record correction scenarios: a value of “4” (Delete) is output when a previously submitted record needs to be deleted from the Unique ID system. Typically, the deleted record is accompanied by a new, updated record that corrects and replaces the deleted record.

        Values of 1-Verified, 2-Unverified, and 3-Calendar are never published. These fields can be manually edited in the Unique ID system when appropriate.

        No

        1

        63

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        N/A

        64

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        N/A

        65

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        25

        66

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        100

        67

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        100

        68

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        100

        69

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        100

        70

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        N/A

        71

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        N/A

        72

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        3

        73

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        255

        74

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        255

        75

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        255

        76

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        12

        77

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        50

        78

        Reserved Field

        Not used by TEA. Always blank.

        N/A

        No

        10

        Trailer Record Layout

        1

        Record Type

        The type of record.

        'TT'

        Yes

        2

        2

        Transmission ID

        The identifier of the submitter. Used for auditing.

        Derived

        The runtime parameter, Transmission ID, if populated. Otherwise the last name of the user logged into the system.

        Yes

        10

        3

        Number of Records

        The number of records in the file, including the header and trailer records.

        Derived

        Yes

        10

        Report Output: PDF

        Item # or Position

        Data Element

        Description

        [Table]FieldName

        Enrollment Events Tracking Report (Student Records Included)

        This section of the PDF output contains a list of student records that were included in the CVS file.

        1

        School Code

        The school where the student is enrolled.

        [Students]SchoolID

        [Reenrollments]SchoolID

        [Schools]Alternate_School_Number

        [Schools]School_Number

        2

        Last Name

        The student's legal last name.

        Override: [S_TX_STU_X]E0705

        [Students]Last_Name

        3

        First Name

        The student's legal first name.

        Override: [S_TX_STU_X]E0703

        [Students]First_Name

        4

        Middle Name

        The student's legal middle name.

        Override: [S_TX_STU_X]E0704

        [Students]Middle_Name

        5

        Suffix

        The student's generational suffix code.

        [S_TX_STU_X]E0706

        6

        Gender

        The student's gender.

        [Students]Gender

        7

        Date of Birth

        The student's birth date.

        [Students]DOB

        8

        Grade

        The student's grade level.

        [S_TX_STU_X]State_Grade_Level

        [Students]Grade_Level

        [S_TX_REN_X]State_Grade_Level

        [Reenrollments]Grade_Level

        9

        Local ID

        The student's local ID number. This field provides a mechanism to import student data from the TSDS Unique ID system back into local systems.

        [Students]Student_Number

        10

        SSN

        The student's social security number.

        [Students]SSN

        11

        Race

        The student's race code.

        [StudentRace]RaceCD

        12

        TSDS UID

        The student state-assigned unique identifier.

        [Students]State_StudentNumber

        13

        Ethnicity

        The student's Hispanic/Latino indicator.

        Valid values:

        • 1 - Hispanic/Latino

        • 0 - Not Hispanic/Latino.

        [Students]FedEthnicity

        14

        ET Date

        The date on which the student enrolled or withdrew from the reporting campus.

        Notes:

        • Entry and exit dates are listed from oldest to newest.

        • Each entry and exit event is listed on a separate line with School ID, Grade Level, and Entry or Exit Date.

        • Entry and exit events that contain a code 4 (Delete) value in the Entry/Exit Verified field are also displayed.

        [Students]EntryDate

        [Students]Exitdate

        15

        ED Type

        Indicates if the date in the Entry/Exit Date field is an enrollment or withdrawal record.

        Entry Date: '01'

        Exit Date: '02'

        16

        Verified

        The status of the enrollment event.

        Valid values:

        • 1 – Verified

        • 2 – Unverified

        • 3 – Calendar

        • 4 – Delete

        Derived

        Record correction scenarios: a value of “4” (Delete) is output when a previously submitted record needs to be deleted from the Unique ID system. Typically, the deleted record is accompanied by a new, updated record that corrects and replaces the deleted record.

        Values of 1-Verified, 2-Unverified, and 3-Calendar are never published. These fields can be manually edited in the Unique ID system when appropriate.

        ET Event Error Report (Students Not Included)

        This section of the PDF output contains a list of student records that were not included in the CVS file due to an error.

          • Student Name Fields

          • SSN

          • TX Unique ID

          • Birthdate

          • Hispanic/Latino Code

          • Race Code (at least one is required for all students)

        1

        Local ID

        This column contains the district-assigned student ID.

        [Students]Student_Number

        2

        Student Name

        This column contains the student's name in last name, first name, middle name format.

        [S_TX_STU_X]E0705

        [Students]Last_Name

        [S_TX_STU_X]E0703

        [Students]First_Name

        [S_TX_STU_X]E0704

        [Students]Middle_Name

        3

        Error Note

        This column contains the reason the student was not included in the report. Errors may include invalid characters in the student name fields, missing or invalid SSN, missing or invalid TX unique ID, missing birthdate, and missing Hispanic/Latino code or at least one race code.

        'Missing' or 'Invalid' + field