PET Statements of Discrepancies

 

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 will be 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 in 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 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:

    1. Those that should be corrected in the district's Student Information System (SIS). Each discrepancy listed should be verified by checking against the SSN/Birth Certificate in the student's record for each line labeled "PET" in the first data element called "Source". Should this information be incorrect, the information should be corrected in the district's SIS prior to the next PET submission.
    2. Those that should be corrected in the Unique-ID database. The Unique-ID database should only be corrected if the district has the documentation to support the correction.  For the demographics (name, gender, and date of birth) the student's birth record should be consulted.  For correction of the student ID, consult the student's Social Security card or state assigned number.  Students must also be initially assigned a unique ID before being submitted in a PET file. 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.
    3. Those that must be sent to TEA for correction. If a student is erroneously assigned a duplicate ID in the Unique-ID database, TEA will have to remove the duplicate record for the district.  Districts should submit a Customer Service Request (CSR) through the EDITPLUS application with the following language:“UNIQUE ID REQUEST TO REMOVE DUPLICATE STUDENT RECORD.” The CSR should contain the following information:
    • UNIQUE ID
    • DUPLICATE UID
    • Our district has discovered a duplicate UID we would like for TEA to retire.
    • No 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 
    • 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 pidtech@tea.state.tx.us ; it contains this CSR # in the subject line. 

    TEA will separate the shared UIDs and contact both districts with the results. The district that is assigned a new UID will need to update and download the student’s new UID back into their SIS. Any needed demographic changes can be made using the Edit Person function in UID. 

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    Page last modified on 10/27/2014 11:42:26 AM.