1. Personal Enrollment Tracking Guidelines
PET
Personal Enrollment Tracking
Guidelines

2. Personal Enrollment Tracking (PET) Guidelines TEDS Appendix 8.G
PET Submission Timelines
TEA requires submission of PET extract files as part of the Public Education Information Management System (PEIMS) data submissions. PET files are submitted each week a district is in session based on the local instructional calendar. PET file submissions should begin on or before the third week of school based on the local instructional calendar. PET files are not required in weeks that a district is not in session for at least one day or during the weeks that PEIMS submissions are due at TEA. Exception: Once a district has completed its final summer submission and the “Statewide Reports” are available one additional PET submission is required.

3. School District Responsibilities
Districts are responsible for delivery of data that has completed the PET validation process to TEA on a weekly basis.
Questions concerning the Data Standards or any of the above topics should be directed to the PEIMS Coordinator at the district's ESC. The coordinator endeavors to answer the question or calls TEA, if necessary. If the coordinator, or the coordinator's alternate, is not available at the ESC after a reasonable amount of time, district personnel may call TEA directly. A district should always attempt to contact the ESC before calling TEA.

4. Person Enrollment Tracking (PET) Overview
PET maintains up-to-date enrollment data for all students in Texas public school districts. Districts submit enrollment data for students in grades Early Education (EE) through 12 weekly, using an EDIT+ sub- application.
School districts can only submit PET data as extracted from their SIS.
Districts can search PET to locate students or view enrollment histories.

5. How PET and TSDS Unique ID work (or don’t work) together
When PET data is searched through the EDIT+ system, demographic information from the TSDS Unique System is displayed.
A PET file submission will no longer add a new student to PID (Person Identification Database).
A new student can only be added, or an existing student’s demographics can only be updated through the TSDS Unique ID System.
A student must have a TSDS Unique ID assigned before being included in a PET file submission.

6. Required Software for Transferring a PET Extract File
To transfer a PET extract file to TEA you must use Internet Explorer for your browser and install the patch which is located on the TEASE Edit+ main page.
Log into the PEIMS Edit+ Home page to download the required software.

9. How to upload a PET File
Create a file from your Student Information System (SIS).
Log into TEASE.

10. Launch PEIMS Edit Plus Production.

11. Click on PET.

12. Verify you are on the correct school year
Verify you are on the correct school year. If not click on Select School Year and choose the current school year.
Click on PET File Transfer to upload your file and transfer to the TEA.

13. Click on Continue to initiate the file transfer.
Click on Browse and upload the file created from your Student Information System.
Click on Continue to initiate the file transfer.

14. Click on Transfer to TEA > to continue.

15. The scroll bar will appear across the screen until the file transfer is complete.
If the file transfer does not complete, go to the PET Status screen and click on Abort. Load the patch and transfer the file again. If the Abort button is not available to you, contact ESC 11.

16. The file has successfully transferred
The file has successfully transferred. Click on Click here to return to the PET Status page.

17. The PET Status screen shows that your file is loading.

18. Continue to Refresh Page until the Status says PET Complete.

19. Once the PET Status says PET COMPLETE click on View to get the PET Error Reports screen.

20. On the PET Status screen there are three reports available for you to review.
PET1D001 – PET Extract File Error Report
PET1D002 – PET XSD Validation Error Report
PET2D001 – PET PID Statement of Discrepancies

21. PET Extract File Error Report - This report provides a listing of PET context edit errors detected in a district's PET file after the successful transfer of a PET file to TEA. The report automatically runs following the conclusion of the file validate and load process.

22. PET XSD Validation Error Report - This report displays a list of PET XSD validation edit errors detected when a district's PET file is submitted for transfer to TEA. The report automatically generates after the file finishes processing and is available from the PET Reports page. The results are sorted sequentially by line and column number references that correlate to the PET file.

23. PET Statement of Discrepancies - This report displays the discrepancies between what you have reported through your student information system file and the information in Unique ID (TEA’s master database).
The information that does not match has asterisks under the column.
Let’s look at a couple of examples below and what action needs to be taken to correct the discrepancies.

24. Example 1
In this example the asterisks are under the Student ID (Social Security Number) column. The following steps need to be taken:
Verify what the correct social security is.
If UID is correct, then you need to correct the information in your student information system.
If PET is correct, then you need to go into the Unique ID Application in TSDS and edit the information for this student.

25. Example 2
In this example the asterisks are under the Last Name column and the Ethnicity column. The following steps need to be taken:
Verify the last name by looking at the official documentation you have on file. This would be the birth certificate or legal documentation from a name change.
Verify the Race/Ethnicity information that is on the Race/Ethnicity form that was completed by the parent/guardian/district observer. Remember the parent can change this information at any time without any other documentation being required.
If the information in UID is correct, then you need to correct the data in your student information system.
If the information in PET is correct, then you need to edit the student’s information in the Unique ID application in TSDS.

26. Click on PET Reports on the Home screen to view the other nine reports that are available.

27. There are nine reports that you may open and download by district or by campus.

28. PET3D001 – PET Presumed Duplicate Student Report for Enrollment - To be included in the report, one of the following conditions must be true:
The student withdraws from a Campus ID of Enrollment and subsequently enrolls in a second Campus ID of Enrollment with overlapping dates.
The student is enrolled at two different Campus IDs of Enrollment without a subsequent withdrawal event.

29. PET5D001 – PET Potential Movers Showing Withdrawn - A student shown as withdrawn is considered a potential mover if the following conditions are met:
The student enrolls in District 1 at Campus 1.
The student withdraws from District 1 Campus 1.
The student enrolls in District 2 at Campus 2.
The enrollment date for District 2 Campus 2 is greater than or equal to the withdrawal date for District 1 Campus 1.

30. PET5D002 – Pet Potential Movers Not Showing Withdrawn - A student who is not shown as withdrawn is considered a potential mover if the following conditions are met:
The student enrolls in District 1 at Campus 1.
There is no withdrawal date from District 1 Campus 1.
The student enrolls in District 2 at Campus 2 or does not show any subsequent enrollment in any campus in the district.
If the student enrolled in District 2 at Campus 2, the enrollment date for District 2 Campus 2 is greater than or equal to the enrollment date for District 1 Campus 1.

31. PET6D001 – PET Potential Leavers Showing Withdrawn - A student shown as withdrawn is considered a potential leaver if the following conditions are met:
The student enrolls in any campus in District 1.
The student withdraws from District 1.
There is no enrollment at any campus in any district subsequent to the withdrawal from District 1.

32. PET6D002 – PET Potential Continuing Students Not Showing Withdrawn - A student not shown as withdrawn is considered a potential continuing student if the following conditions are met:
The student enrolls in any campus in District 1.
There is no withdrawal from District 1. (Note: The student might have transferred from Campus 1 to Campus 2 within District 1; however, records would not indicate such if PET event withdrawal data is not supplied at the time of transfer.)
The student has enrolled at District 2, or there is no subsequent enrollment at any campus in another district

33. PET7D001 – Fall Enrollment Status of Prior School Year PET Potential Leavers - This report assists districts with determining if a 203 record needs to be submitted for any grade students. The conditions for which a 203 record would not need to be submitted are: (1) if a student returns to the district in the Fall within the school-start window or (2) if a student is a summertime mover (i.e., enrolls in another district within the school-start window.)

34. PET7D002 – Fall Enrollment Status of Prior School Year PET Potential Continuing Students - The report assists districts with determining if a 203 record needs to be submitted for any grade students. The conditions for which a 203 record would not need to be submitted are: (1) if a student returns to the district in the Fall within the school-start window, or (2) if a student is a summertime mover (i.e., enrolls in another district within the school-start window.)

35. PET8D001 – PET Student Roster Report - This report provides a detailed listing of PET events submitted by a district for each student who has enrolled in the district/campus during a given school year. Because the report lists all enrollment and all withdrawal events, as a school year progresses, the district report has the potential to become extremely long for large districts; for these districts, the report should be generated at the campus level.

36. To populate a report by district:
Click the on-demand button.
Once the report has been populated, the report name will be underlined.
Click on the underlined report name.

37. To populate the report by campus:
Click the by campus button.
Click the on-demand button next to the campus.
Once the report has been populated, the report name will be underlined.
Click on the underlined report name.

38. PET3D001
Example
In this example look at the Enrollment and Withdrawal dates to see which entries indicate that there is a duplicate enrollment. Here it shows the student withdrawing from Children’s Medical Ctr on 1/5/2016 and enrollment at Haltom HS on 1/4/ So January 4, 2016 is the date in question. Birdville ISD has used the Reason code C on the enrollment date of 1/4/ By using the Reason code C – Calendar, Birdville has indicated that due to differences in the districts’ calendar this entry is correct.
The options for Reason are: Calendar and Verified.
In this example look at the Enrollment and Withdrawal dates to see which entries indicate that there is a duplicate enrollment. Here it shows the student withdrawing from Children’s Medical Ctr on 1/5/2016 and enrollment at Haltom HS on 1/4/2016. So January 4, 2016 is the date in question. Birdville ISD has used the Reason code C on the enrollment date of 1/4/ By using the Reason code C – Calendar, Birdville has indicated that due to differences in the districts’ calendar this entry is correct.

39. How do you look at a student’s enrollment history?
From the PET Home screen click on PET Search PID.

40. Enter your search criteria:
Student ID (Social Security Number)
First Name
Last Name
Date of Birth
You may search by one of these fields or a combination of the fields.

41. In this screen shot, the first name and last name were used for the search criteria. One matching student was found.
Click on the underlined student’s name to bring up the PET Event History for this student.

42. You may view the history for each individual year by clicking on the tab which each individual year.

43. Click on All Events to view all the history in PET.

44. If you need to send a secure email message to a previous district click:
The underlined name in the Last Reported by column.

45. The following screen will appear and you may enter a message and click on submit. This will send a message through the PGP secure system maintained by the TEA.

46. How do you mark an event as verified or calendar or delete an event?
Use the PET Search PID screen to bring up the event history for the student.

47. Click on the underlined date of the event you want to verify, add calendar code or delete.

48. To add the code C – Calendar or V – Verified, use the pull down menu next to Event Reason.
Click on C – Calendar and Submit
Click on V – Verified and Submit

49. To delete an event:
Click on the Delete Event box and Submit.

50. There is now a line drawn through the event to show that it has been deleted.