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CCMR EWS Supplement Files 

CCMR EWS Supplemental- Accepted Data File Layout
This file is an Excel/Comma Separated Value format (.XLS) , (.XLSX) or (.CSV)

NOTICE: As of 06/15/2020 we have removed the Armed Forces column and calculation from the CCMR EWS report. We have left the column in place in the template for now but it will not have any affect toward calculating CCMR point value as per the TEA specifications outlined in their 2021 ACADEMIC ACCOUNTABILITY SYSTEM OVERVIEW ‘On-Pager’ report.
2021 ACCT One Pager Jan 2021

NOTICE: As of 09/30/2020 we have had to make a change to the process of uploading a supplemental file. We will no longer be accepting multiple upload files that contain multiple instances of students per data row. We will now be accepting only ONE data file that will contain only one row of associated supplemental file indicators per student. Once a student has been placed on this list they will maintain their supplemental status until their 12th grade year where it will be overridden by the PEIMS confirmed value.

From this point forward, the process of any supplemental file upload will automatically perform a wipe and replace of any prior file uploaded.  So in order to add, remove or update a student record, you will need to upload an ENTIRE list to either include or exclude that student from all others that are on the list.

Example 1: You have a list of 100 students and John Jones is on that list with both an industry certification and OnRamps code. Later it is determined that John only should have OnRamps. You would need to recreate that list of 100 students and now only code John Jones with the OnRamps code but leave the industry certification blank.

OnDataSuite CCMR EWS Supplemental File – Data file Template (7/20)
Please use the linked Excel template to ensure your data file format is aligned to our parser.
ODS CCMR EWS Supplemental Excel Template

Understanding What This File Is For
The following columns displayed in the CCMR Early Warning System are dependent upon a future PEIMS upload file or third-party sources to determine if a student is eligible for CCMR point accumulation:

  • Industry Certification (PEIMS)
  • IEP (PEIMS)
  • Armed Forces (PEIMS)
  • OnRamps (Third Party) (Added 07/20)
  • Level I/II Certification (Third Party) (Added 07/20)

Since PEIMS leaver graduates are uploaded and confirmed with the following year’s October Fall PEIMS submission, these PEIMS related areas may not form an association in time for districts to have a preliminary view of their upcoming effect on accountability.

OnDataSuite has developed another ( ‘S’ ) alternative file upload procedure for districts who would like to create an indicator to show preliminary point accrual for all of these areas.

Understanding What This File Effects
The uploading of this file will only affect the CCMR EWS report. Upon its upload it will create a column indicator value of ‘S’ to signify that the district has uploaded a place holder value other than the standard Yes (‘Y’) or No (‘N’) column value associated with a PEIMS confirmed record on file.

By its nature the CCMR EWS report was created to only show associated values from confirmed data sources such as PEIMS or the College Board data files that meet the CCMR benchmark requirements and display results as either a Yes ‘Y’ or No ‘N’ in the columns.  The association of the CCMR EWS Supplement file will thus display a value of ‘S’ on the report and will grant a point value of ‘1’ in the CCMR EWS Met column indicating that this value is derived from the supplemental file.


Supplemental File PEIMS Overrides

Note: If PEIMS data for graduate leavers has been uploaded for the subsequent fall year and the ‘S’ still appears, this indicates that the codes are not yet updated in PEIMS and need to be addressed.

For example, if you have an ‘S’ for IEP, and you have uploaded the leaver graduates in the subsequent year’s fall PEIMS file, this means that PEIMS has not been updated with the graduation type code of 04, 05, 54, or 55.

Where To Get Your Data

This file will be created at the local level and will most likely be derived from your local Student Information System.


Accepted Data File Layout
This file is an Excel format (.XLS) and must contain the exact column order and data as displayed below.  Header rows are required.
ODS CCMR EWS Supplemental Excel Template

Example: CCMR EWS Supplement Excel spreadsheet

Expected values in file
While it is understood that most students will not have an indicator value for all five areas, the uploaded file must contain both the Year and Student ID data in order for the file to form the proper association.

  • Year = Accountability year you wish the student value to be attributed to (Cell value cannot be blank )
    • The accepted value for this field is a four digit year (YYYY): Example: 2019
    •  As of 09/29/2020 year association has been removed from our calculation process. Please continue to place the ‘anticipated’ student 12th grade graduation year for reference purposes only. 
  • Student ID = SS# OR Local ID OR TX-Unique Student ID# (Cell value cannot be blank )
    • The accepted value for this field is a 9 digit value with no dashes or spaces: Example: 453659874
  • Industry Cert = PEIMS – Data taken from E1640-Post Secondary Certification Licensure Code (Cell value may be left blank)
    • The accepted value for this field is any ONE of the following: Is not set to ‘000’
  • IEP = PEIMS – Data taken from E0806-Graduation Type Code (Cell value may be left blank)
    • The accepted value for this field is any ONE of the following IEP codes: “04”,“05″,“54”,“55″
  • Armed Forces =  PEIMS – Data taken from E1589-Military Enlistment Indicator Code (Cell value may be left blank)
    • The accepted value for this field is a ‘1’  to indicate yes. A zero can be used to indicate no but is not necessary.
  • OnRamps =  Data cannot be determined from PEIMS association. 
    • The accepted value for this field is ‘Y’ to indicate yes or ‘N’ to indicate no.
  • Level I/II Certification =  Data cannot be determined from PEIMS association. 
    • The accepted value for this field is ‘Y’ to indicate yes or ‘N’ to indicate no.
  • Student Last Name =  This data is not used in the association process but has been included to help with local documentation and record keeping
    • The accepted value for this field is a text value
  • Student First Name = This data is not used in the association process but has been included to help with local documentation and record keeping
    • The accepted value for this field is a text value

Recommended method of reviewing your latest list

Once your first supplemental file has been uploaded that list will be considered the only list that will populate your supplemental file. You can utilize the CCMR Early Warning Supplemental File Viewer report to review your latest updated list and search for students.

Exporting your supplemental list to Excel for modification
After you have created and uploaded your initial supplemental file, you can export it to Excel and make changes and then reupload back into the system with any modifications that you wish. You will just need to remember that it is a wipe and replace system, so if you remove a student, they will no longer be on this list. Additionally, you will need to make sure that before you upload, the format matches the required data file format as the template offered above.

To export to Excel, click on the tools menu at the top of the CCMR Early Warning Supplemental File Viewer report and select ‘Export to Excel’

Updated on 11/19/2021

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