Texas Education Agency (TEA) Waitlist Submission

Learn how Texas-based charter schools/organizations can automate the annual waitlist submission to TEA

Several new features are available to give Texas-based charter organizations the ability to capture student data in required formats and then establish an API connection to send waitlist data directly to TEA (Texas Education Agency). To enable the optional Texas-only features in your Enroll site, please contact your Customer Experience Manager.

What's included in this article?

• Enabling TEA Features
• Creating the TEA Sync Connection
• Assigning the TEA Connection to Programs
• TEA Student Fields
• Syncing from the Applications Module
• TEA Reports

• Removing applications from TEA server that are no longer in Waitlisted status

Enabling TEA Features

Once TEA functionality is turned on by SchoolMint staff, navigate to Settings > Manage School Groups to enable the TEA features for a School Group. We recommend that School Groups be structured to include schools that will use TEA features in one group and those that will not in a different group.

Next, each school in the School Group will have a TEA tab available where the TEA School ID and TEA District ID are stored (Settings > Schools/Programs > Manage Schools > edit pencil for each school > TEA tab)

• Permission needed: Schools/Programs

Creating the TEA Sync Connection

Within Sync Service, click `Add Sync Connection` and select the new sync connection type: Texas Education Agency (TEA). Enter the URL, client ID, and client secret for your TEA instance.

Multiple TEA connections can be created, if needed.

• Permissions needed: Sync Service Full Access

Next, configure the mapping for the TEA sync connection by identifying which Enroll field will send data to which TEA field.

Add the field `lottery_rankings.lottery_list` to your TEA API Connection Mapping. This field is used by the system to determine if a waitlisted application should be created on the TEA server. 

Note: the field `educationOrganizationReference.educationOrganizationid` has been pre-configured to meet TEA formatting requirements (concatenating the TEA School ID and TEA District ID) and no additional transformation is needed for this field.

 

Assigning the TEA Connection to Programs

In Settings > Schools/Programs > Manage Programs, for each program that will be sending data to TEA, you will assign the TEA sync connection on the Program Information tab. This can also be set for multiple programs at once using the Bulk Action > Set Sync Connection.

TEA Student Fields

With TEA enabled, the admin view of a student’s application and registration form will display three (3) additional fields:

• S-ID
• Unique ID
• SSN

Each field includes data validations (displayed when hovering over the field) to meet TEA formatting requirements:

• S- ID: The S-ID permits 8 numerical digits after the S. Numerical digits can repeat, but cannot repeat as the entire number.
  • Valid SID: S11234567
  • Invalid: S111111111 (9 numerical repeating digits)
  • Invalid: S11111111 (8 numerical repeating digits)
• Unique ID: All values must be 10 digits, and leading 0s are not permitted.
• SSN: All values should appear in the following numeric format: 001-01-0001. The first three digits must be between "001" and "899" (excluding "666"). The fourth and fifth digits must be between "01" and "99". The last four digits must be between "0001" and "9999".
  • The SSN field has a “soft validation” to permit saving (and not block), even if the number is not formatted as required.

Syncing from the Applications Module

To meet the TEA requirement of sending waitlist data each September, syncing is available from the Applications module. Permissions needed to sync: 

• Sync Service Full Access, or
• Sync Service Limited Access + Edit Applications + Edit Students

From within an individual application, a Sync to TEA button will appear. The Sync to TEA button will only be active/clickable under the following conditions:

• The application is on the waiting list
• The application’s program has a TEA connection configured

Multiple applications can be synced to TEA at once using the Bulk Action > Sync to TEA API.

When TEA is enabled, three (3) new filters will display in the Applications module: Sync Status, Error Code (for Failed sync status), and Last Sync. The Sync Status and Last Sync fields are also included as default columns in the Standard View.

Any applications included in the TEA sync that are not on the Waiting list (and not already existing on the TEA server from a prior sync) will cause the sync to fail with the error message below.

 

TEA Reports

A TEA report template (with pre-configured formatting) is available to be copied and customized with the tea_district_id for the group of schools you wish to include in the report.

• Permissions needed: View Reports, Manage Reports, Create Custom Reports

Click into your copy of the TEA report, scroll to the Filters section and input your numerical id into the tea_district_id field.

Replace the CODE placeholder value with the specific `tea_district_id` (found on the TEA tab for a  School).

Removing applications from TEA server that are no longer in Waitlisted status

If desired, organizations have the ability to perform follow-up sync(s) to remove existing applications from the TEA server whose status has been changed (since the initial sync to TEA) from Waitlisted to either Offered, Not Placed, or Withdrawn. This new functionality deletes the applications (whose status is no longer waitlisted) from the TEA server via the API sync.

Follow the steps below to remove applications from the TEA server whose status is no longer waitlisted:

1. Confirm that your TEA Connection Mapping includes the field: lottery_rankings.lottery_list

• Permission Needed to update connection mapping: Sync Service Full Access

2. From the Applications module, filter for the following statuses: (goal: to identify previously synced waitlisted applications whose status may have changed since your initial sync):

• Waiting List
• Offered List
• Not Placed
• Withdrawn and Not Withdrawn

3. Use the Bulk Action, `Sync to TEA API` option to export and/or update applications to the TEA server

• Permissions needed to Sync from Applications Module:
  • Sync Service Full Access, or
  • Sync Service Limited Access + Edit Applications + Edit Students

• NEW: The system will look for any applications on the TEA server that were previously Waitlisted, but now have an updated status of Offered, Not Placed, or Withdrawn. All applications no longer on the Waiting List in Enroll will be deleted from the TEA server via this API sync.

4. A new sync status of `Deleted` will be assigned to applications that are removed from the TEA waitlist via the API sync. The Deleted sync status may be found in multiple locations:

• Inside the individual application whose status was changed from Waitlisted, and was synced again to be removed from the TEA server

• As an option in the Sync Status quick filter on the Applications module
• 
• On the export sync logs and Application Export Dashboard available under the 3-dot menu on the Texas Education Agency (TEA) API connection card

Frequently Asked Questions

Q: What is my TEA School ID and TEA District ID?
A: Confirm with your district office for specific steps and instructions.

Q: Where do I find my client secret? 
A: This is a unique value generated by each customer for their instance.

Q: Where do I find my Education Organization ID?
A: This ID is a combination of the TEA School ID and TEA District ID
The TEA report field in Enroll (`educationOrganizationReference`) is already configured to display this information in the required formatting.

Q: Can I have different sync connections?
A: Yes, be sure to assign the connection correctly to each program.

Q: Am I required to use SSN AND S-ID? 
A: TEA will require either SSN OR S-ID.

Q: Can I import data into the fields TEA School ID and TEA District ID?
A: YES! These fields have been added to the school_annual table. 
`school_annual.tea_district_id`
`school_annual.tea_district_id`

Q: Can I add Unique ID and S-ID to my form if needed? 
A: YES! Both fields have been added to the form builder and are available when TEA is enabled.