Record Type Assignments For Students

415 COURSE COMPLETION DATA - STUDENT

Example #1 | Example #2 | Example #3 | Example #4 | Example #5

Edits associated with this record include:

415 Field Edits

415 Context Edits

To find all edits that apply to this record, also consult General Data Submission Rules, Record Type General Edits, and Data Element General Edits.

Input Record Type
Code

District
ID

Student
ID

Campus ID of Enrollment

Service
ID

Course Sequence Code

Pass/Fail Credit Indicator Code

Dual Credit Indicator Code

ATC Indicator Code

E0755

E0212

E0001

E0782

E0724

E0948

E0949

E1011

E1058

C042

     

C022

C135

C136

C088

C088

Columns
1 - 3

Columns
4 - 9

Columns
10 - 18

Columns
19 - 27

Columns
28 - 35

Column
36

Column
37 - 38

Columns
39

Column
40

415

               

415

               

Class ID Number

Student Begin Date

Student End Date

Course Completion Indicator

Filler

College Credit Hours

Filler

E1056

E1069

E1070

E1068

 

E1081

 
     

C088

     

Columns
41 - 54

Columns
55 - 62

Columns
63 - 70

Column
71

Columns
72 - 77

Column
78

Columns
79- 80

             
             

Description

The 415 Course Completion record is used to capture the course activity for students. This information is also used to link back to the 300 Course Section record in order to identify the classroom information associated with a student’s respective class assignments.

Business Rules

INPUT-RECORD-TYPE-CODE (E0755) identifies the type of data on a PEIMS data submission record.

DISTRICT-ID (E0212) indicates the district identification number registered with the Texas Education Agency.

DISTRICT-ID on the 415 Course Completion records must match the value for DISTRICT-ID on the LEA 010 District record.

STUDENT-ID (E0001) is the student's Social Security number or a state-approved alternative identification number.

When available, the student's Social Security number should be reported. If this number is not available, follow the instructions under the 100 Student Identification record for the assignment of an alternate identification number.

The first character of STUDENT-ID must be "S" or "0"-"8".

CAMPUS-ID-OF-ENROLLMENT (E0782) indicates the unique campus identification number of the campus in which the student is enrolled.

The last three characters of CAMPUS-ID-OF-ENROLLMENT must be in the range of 001-698.

CAMPUS-ID-OF-ENROLLMENT must match CAMPUS-ID on a 020 Campus record.

CAMPUS-ID-OF-ENROLLMENT must match CAMPUS-ID-OF-ENROLLMENT on a 400 Student - Basic Attendance record and/or 500 Student - Flexible Attendance record with a matching STUDENT-ID.

For submission 3, CAMPUS-ID-OF-ENROLLMENT identifies the campus that scheduled the student for a particular course section and where the student was enrolled while taking the course.

For submission 4, CAMPUS-ID-OF-ENROLLMENT identifies the campus that scheduled and/or awarded the high school credit for the dual credit course the student attempted in the summer between school years.

SERVICE-ID (E0724) refers to the services supplied by staff.

For the 415 Course Completion record, do not include courses with SERVICE-IDs that begin with SA, SE, SR, SS, 01, 8, or 9. Additionally the SERVICE-IDs for Prekindergarten and Kindergarten that begin with “02” cannot be reported on the 415 Course Completion record. This rule is enforced by a fatal edit.

For students that are assigned to an in-district DAEP program, the 415 Course Completion records should reflect the course sections that are associated with the student’s “teacher of record” based upon the definition of “teacher of record” (CLASS-ROLE “01’) from PEIMS code table C180. If it is determined that the teaching staff at the DAEP program are not the “teacher(s) of record” for the student(s) assigned to the DAEP, then the students should continue to be assigned to the home campus course sections they were assigned to prior to being removed to the DAEP program.

Short term homebound students should remain in the course section with the “teacher of record” prior to moving into the homebound setting. For long term homebound students (full grading period/semester), the district should determine the “teacher of record” and report the 415 Course Completion records for the student(s) based on the definition of “teacher of record” (CLASS-ROLE “01”) from PEIMS code table C180.

COURSE-SEQUENCE-CODE (E0948) indicates which portion of a course that is more than one semester in length is being reported.

The COURSE-SEQUENCE-CODE identifies the order in which the course was scheduled in the class scheduling system.

PASS/FAIL-CREDIT-INDICATOR-CODE (E0949) indicates the outcome for a course taken by a particular student.

The 415 Course Completion record must reflect the PASS/FAIL-CREDIT-INDICATOR-CODE determined at the end of the course. For example: A student completes the first half of Chemistry, a two-semester course. The course was failed, no credit was received (Code “02”). The second semester, this student completed the second half of Chemistry. The course was passed and credit was received (Code “01”). The district averages the grades earned in each half of the course to determine if course credit should be received. In this example, the average grade was passing. The 415 Student - Course Completion record should reflect a PASS/FAIL-CREDIT-INDICATOR-CODE of “08” (course was failed but credit was received) for the first half of Chemistry. Therefore, the Code “02” originally recorded must be changed to Code “08”.

If a student leaves and returns to the same course section for a particular class during the school year, the student will have a 415 Course Completion record for each of those class assignments. As a result, only one of the 415 Course Completion records for that student for that course section may be reported with a Pass Fail Credit Indicator Code other than “00”. This rule is enforced by a fatal edit.

DUAL-CREDIT-INDICATOR-CODE (E1011) indicates whether the student was eligible to receive both high school and college credit for a college course.

Advanced Placement courses reported on the 415 Course Completion record cannot be reported as dual credit unless the course has been approved as an AP® course by the College Board through the AP® Course Audit. A College Board-approved AP® course must adhere to the AP® course descriptions and be approved through the AP® Course Audit. This means the college instructor must have submitted his/her course syllabus and have received approval in advance.

ATC-INDICATOR-CODE (E1058) indicates a high school course for which college credit may be awarded by a post-secondary institution under the conditions of a local articulation agreement or the statewide Advanced Technical Credit (ATC) program agreement.

ATC courses cannot be reported as dual credit courses. Likewise, Dual Credit courses cannot be reported as local or statewide articulated (ATC) credit. These rules are enforced by fatal edits.

Additional information regarding Career and Technical Education Advanced Technical Credit is located at http://www.atctexas.org.

For submission 4, the ATC-INDICATOR-CODE must be “0”.

CLASS-ID-NUMBER (E1056) is a number identifying a unique course section that is unique for a particular school year, Campus, and SERVICE-ID.

The CLASS-ID-NUMBER may be any 14 character district defined identifier comprised of letters and/or numbers.

The CLASS-ID-NUMBER and SERVICE-ID reported on the 415 Course Completion record must be unique for a particular course section at the campus level andmust match an entry on the 300 Course Section record. (CAMPUS-ID, SERVICE-ID, CLASS-ID-NUMBER, and COURSE-SEQUENCE-CODE)

CLASS-ID-NUMBER must be unique such that when one or more students are assigned to a particular course section, the students can be linked to a particular 300 Course Section record through the 415 Course Completion records. Additionally, the uniqueness of the CLASS-ID-NUMBER will allow the students reported on the 415 Course Completion Record to be linked to the particular 305 Teacher Assignment records. The union of these three data records creates the classroom link.

STUDENT-BEGIN-DATE (E1069) identifies the date(s) a student was assigned, or reassigned, to a particular course section in the current school year.

If a student is assigned to a class, withdraws from that class, and then returns to that class at a later date, there must be a 415 course completion record for each of these STUDENT-BEGIN-DATEs.

For submission 4, STUDENT-BEGIN-DATE identifies the date the dual credit course began.

STUDENT-END-DATE (E1070) identifies the last date(s) a student was assigned, or reassigned to a particular course section in the current school year.

The student(s) that are assigned to a particular course section on the last date the course section meets must be reported on their 415 Course Completion record with a STUDENT-END-DATE that reflects the last date the class met.

If a student withdraws from a class, returns to that class, and then withdraws from class at a later date, there must be a 415 course completion record for each of these STUDENT-END-DATEs.

Whether or not a student completes a particular course section, report the STUDENT-END-DATE as the last day the student was assigned to the class. The STUDENT-END-DATE should never be greater than a student’s withdrawal date from the school.

For submission 4, STUDENT-END-DATE identifies the date the dual credit course ended.

COURSE-COMPLETION-INDICATOR (E1068) indicates whether or not the student finished the full sequence of instruction for a course.

If the COURSE-COMPLETION-INDICATOR is “1”, it does not mean that the student met all of the requirements to receive credit or a grade for the course.

A student cannot complete the same course (SERVICE-ID, CLASS-ID, and COURSE-SEQUENCE-CODE) more than one time. Any additional attempts for a particular SERVICE-ID must be reported with a new CLASS-ID-NUMBER.

COLLEGE-CREDIT-HOURS (E1081) indicates the number of college hours a student earned for the completion of a dual credit course.

In submission 4, one 415 Student - Course Completion record must be submitted for each unique class (course section) that was attended during the summer (between school years) for the purpose of a student attempting to earn dual credit.

COLLEGE-CREDIT-HOURS collects the number of college hours that a student earned while taking a dual credit course. If a student takes a dual credit course and does not complete the course, then the COLLEGE-CREDIT-HOURS will be reported as 0.

Use the following chart to determine if a 415 Student - Course Completion record is required.

Type of Instruction/Situation

415 Record Required?

Credit by examination

YES, if credit was received

Correspondence course

YES

Contracted instruction

YES

Local credit/locally developed course

NO

Special education locally developed course

NO

Summer school course other than dual credit course

NO

9-12 course taken in grade below 9

YES

Audited course

NO

Night school (district student earning high school credit)

YES

Night school
(out of district student; tuition paid by another district)

NO

Course taken at a college
(student also receives high school graduation credit)

YES

College Course taken at a college or high school during the summer (between school years) for dual credit

YES, submission 4 only

Course completed at another district

NO

Course completed at another district during current district enrollment

YES

Course completed during the year,
but student is no longer in this district

YES

Reporting Requirements

Submission 3

In submission 3, there must be one 415 Course Completion record for each reportable course from PEIMS code table C022 that was attempted or completed by each student in membership in grades 1 through 12. Each campus that enrolls and serves students should report 415 Course Completion records. If a student repeats a course during the year with different outcomes, each course completion is to be reported.

The LEA must begin tracking these classes for reporting purposes as of the PEIMS fall snapshot date and for any courses that were completed prior to the PEIMS fall snapshot date. A course that was attempted but not completed prior to the PEIMS fall snapshot date is not required to be reported on the 415 Course Completion record, but may optionally be reported if the LEA choses.

The 415 Course Completion data must reflect the campus where the student was enrolled while assigned to a particular course section. In the case of a JJAEP assignment, a student is withdrawn from their home campus and enrolled on the JJAEP campus for the duration of the JJAEP assignment. Students who are assigned to a course section while enrolled in a JJAEP campus must be reported with 415 Course Completion records that reflect the campus in which they were enrolled while attending the JJAEP. Additionally, the 415 Course Completion records for the JJAEP students must match the 300 Course Section records that the students were assigned to while enrolled in the JJAEP.

In submission 3, for each 415 Course Completion record reported, there must be a 400 Student Basic Attendance and/or 500 Flexible Attendance record with a matching STUDENT-ID and CAMPUS-ID-OF-ENROLLMENT where GRADE-LEVEL-CODE is “01”-“12”. This rule is enforced by a fatal edit.

In submission 3, for each 415 Course Completion record reported, there must be a corresponding 300 Course Section record where CAMPUS-ID-OF-ENROLLMENT matches CAMPUS-ID, and SERVICE-ID, CLASS-ID-NUMBER, and COURSE-SEQUENCE-CODE are the same. This rule is enforced by a fatal edit.

Submission 4

In submission 4, all and only the dual credit courses attempted and/or completed, by students during the summer (between school years), must be reported with a 415 Course Completion record. This reporting requirement is based on the assumption that the LEA has knowledge of the dual credit courses attempted by the Submission 4 due dates published in Section 1 of the PEIMS Data Standards.

Given the course participation restrictions placed on students enrolling in college summer school programs, there must not be more than six (6) 415 Course Completion records for a particular STUDENT-ID in Submission 4.

For submission 4, the 300 Course Section and 305 Teacher Class Assignments are not reported.

Special Reporting Requirements

Texas School for the Deaf (TSD) and Texas School for the Blind and Visually Impaired (TSBVI), and Texas Juvenile Justice Department (TJJD) (formerly TYC) must report the 415 Course Completion record.

.

 


415 COURSE COMPLETION DATA - STUDENT: Example #1 | Example #2 | Example #3 | Example #4 | Example #5


For assistance with the PEIMS Data Standards contact the PEIMS Office at PeimsCustomerSupport@tea.state.tx.us

 

This version of the PEIMS Data Standards is a programmatically converted HTML version of the PEIMS Data Standards. It is intended as a job aid to facilitate navigation of the PEIMS Data Standards documentation and should not be used to submit PEIMS data or to reach final conclusions about individual public schools. All of the information provided is reviewed for accuracy and reliability; however, TEA assumes no responsibility for any errors appearing in the HTML version of the PEIMS Data Standards.

 

Texas Education Agency

Record Types have a lot of benefits but if not implemented correctly they can create unnecessary complexity for users and admins alike. In a nutshell, Record Types enable admins to display specific standard and custom fields; picklist values for end-users based on the type of record to be created. In addition, you can control Related Lists which should be displayed for each type of record. For example, if you have two types of Applications that your students apply for, a Masters program and/or an Undergraduate program and each Application has different data requirements, you may want to create two Record Types (Masters, Undergrad) – where you only show Essay Questions that apply to the Masters Application on the Masters Record Type.

Once you create a Record Type you can assign it a Page Layout and display your desired fields. Then you can apply the page Layout to the Profiles of Users that will be accessing it.

When does it make sense to create a Record Type?

  • It makes sense to create Record Types when they can be easily differentiated by an end- user. For instance, creating a Record Type on Accounts called Corporation that displays a field called Annual Revenue; and another Record Type called Foundation that displays Grant Potential are okay, since users can easily determine what Record Type to select when creating that Account.

 

 

 

  • Create Record Types when you need to offer different Page Layouts, Buttons, Custom Links, Picklist values, Related Lists, and Processes (on Opportunities and Cases) based on different job functions. Example, if your Volunteers only need access to In-Kind Donations, while your Development staff can access Cash Donations and In-Kind Donations, you can create two record types on Donations (Opportunities) – In-Kind Donations and Cash Donations. You may assign only In-Kind to Volunteer Custom Profile while the Staff Custom Profile can have both Record Types assigned to it. You would also need to create separate page layouts for each Record Type. For Volunteers, they may further select In-Kind as their Default Record Type. Now when the Staff creates a Donation they will be offered a choice to either pick In-Kind Donation or Cash Donation, while Volunteers will not be offered the selection and be directed to an In-Kind Donation page.

 

  • To take it a step further you can use Record Types and Page Layouts in combination to display different Page Layouts and Record Types to different sets of users (Profiles). Example, you can assign two separate page layouts to Corporations Record Type – one for Development staff and another for Volunteer staff if you don’t need to display Donation related fields to your Volunteer staff. Just remember that not having a field on Page Layout does not prevent it from being available in Reports.

 

 

When does it not make sense?

  • If the user creating the record does not have a clear understanding of what Record Type to select. This dilemma is most prevalent on Contacts. For example, if you have a Record Type called Board Members and another called Donors. What Record Type should a user select when they need to add a new Board Member who is also a Donor? While it can be rather straightforward to use Record Types on objects such as Accounts and Opportunities, you should really evaluate your needs thoroughly before creating Record Types on Contacts.
  • I have seen many cases where the Record Type is used as a Type field; in other words, there was no need for a Record Type. For an end-user, this adds unnecessary steps/clicks that they could avoid.
  • When you are only creating a Record Type to display different page layouts to different sets of users. This can easily be accomplished by creating different Page Layouts and assigning them to Profiles, there is no need to create a Record Type. Let’s look at an example – if a Recruitment staff does not need to see Donation related fields on the Contact, while the Development staff does, you can create separate Page Layouts and apply them to their respective Profiles. In fact, if you just need to hide certain fields from Recruitment users, you may not even need a separate page layout since you can use Field Level Security to hide certain fields on the Recruitment Profile.

 

Just remember, when you build Record Types, that here too, Less is More! While Record Types can help streamline data entry, they should be used sparingly as they make administration more intensive. They can also create extra clicks for users who do not necessarily need them.

How are you using Record Types?

 

Author: Sandeep Banga

Sandeep Banga is the CEO of Acutedge. He started his career as an Architect, loves motorcycles, Pink Floyd and using technology to solve problems for his clients.

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