When districts submit weekly PET
files, an auto-generated report provides a listing of PET Edit errors detected
in a district’s PET file after the successful transfer of the file to TEA. The
identifying information on the report includes a student’s Unique-ID, Student
ID, full legal name, and date of birth. Any demographic information that is out
of sync between the district’s PET file and the Unique-ID database is
listed on the PET Statement of Discrepancies with asterisks underlying the
discrepancy in information. In addition, students must have a unique identifier
database entry in order to successfully process a district’s weekly PET
file. If a district’s PET file contains a student not already in the Unique-ID
database, a specific error prints on the PET Statement of Discrepancies
indicating a student must first be added into the Texas Student Data Systems
(TSDS) Unique-ID System. Districts must pay close attention to this type of error
because student records that do not successfully process in a PET file cannot
be used to dynamically track student enrollments and withdrawals.
PET errors fall into three areas:
- Correct in the district's Student
Information System (SIS): Verify by checking against the SSN/Birth Certificate
in the student's record for each line labeled "PET" in the first data
element called "Source." If the information is incorrect, correct in
the SIS prior to the next PET submission.
- Correct in the Unique-ID database:
If the district has the documentation to support a correction, correct in the Unique-ID
database. Consult a student’s birth record for demographic changes (name,
gender, and date of birth). Consult the student's Social Security card or state
assigned number for Student ID changes. Before submitting a PET file, a student
must have a Unique-ID. Students in a PET file that do not have a Unique-ID will
generate the following error: "W9100046 TX-UNIQUE-ID and major demographic DEMOG
did not match. The person must first be added into the TSDS UID System.
- Submit for TEA correction: If a
student is erroneously assigned a duplicate ID in the Unique-ID database, TEA removes
the duplicate record for the district. Districts submit a Customer Service
Request (CSR) through the EDITPLUS application with the following language:
“UNIQUE ID REQUEST TO REMOVE DUPLICATE STUDENT RECORD.” The CSR must contain
the following information:
- UNIQUE ID
- DUPLICATE UID
- The message: "Our district has discovered a
duplicate UID we would like for TEA to retire."
identifying information should be placed in this CSR.
If more than one student gets assigned
to a single Unique-ID record in the database TEA will have to separate
the shared IDs. Districts should submit a Customer Service Request (CSR)
through the EDITPLUS application with the following language: “UNIQUE ID REQUEST TO SEPARATE
SHARED IDs.” The CSR should contain the following information:
- UNIQUE ID
- SHARED UIDs
- The message: "Our district [insert own CDN] has
notified district [insert other district’s CDN] of a connected PID record
both districts now share. Our district originally owned the PID record so
please separate the records and assign district [insert other district’s CDN] a
new Unique-ID for their student."
- No identifying information should be
placed in this CSR.
A copy of the email notifying
district [insert other district’s CDN] has been forwarded to email@example.com, it contains this CSR # in the subject line.
TEA separates the shared Unique-IDs
and contacts both districts with the results. The district assigned a
new Unique-ID will update and download the student’s new Unique-ID back into its
SIS. Make changes with the Edit Person function
Return to the PID homepage.