October 1 Student Data
Contents
1. 1 Determine who to report e Alternative education students Students placed in an Alternative Education for Disruptive Youth AEDY Program e Program is an extension of LEA e Students placed in AEDY Programs are the responsibility of the sending district and remain enrolled in the sending district regardless of the program location e Report AEDY students in the October Student Snapshot in the school field 42 Location Code in which they would be educated if not placed in program e Report AEDY students in Program Fact template XJ Pennsylvania DEPARTMENT OF EDUCATION How 1 Determine who to report e Alternative education students Students in all other alternate placements e These ARE NOT AEDY Programs e Examples PRRI APS court agency placed students receiving education in detention centers residential treatment facilities day treatment partial hospitalization e If PRRI or APS the PRRI or APS reports the student with correct District of Residence and Location Code of Residence e If not reported by educating LEA sending LEA reports in the October Student Snapshot in location code 9999 L pennsylvania DEPARTMENT OF EDUCATION How 1 Determine who to report e Elementary ungraded EUG and secondary ungraded SUG no longer valid grade levels for students Students in full time programs for the physically or emotionally disabled mentally gifted ment2. 2 Create relevant templates e Oct Student Snapshot template Location Code Location Code field 2 4 digit code EdNA www edna ed state pa us Changes made in EdNA over summer are reflected in PIMS check EdNA Never use 0000 for a student record unless you are an APS PRRI or IU Location Code 9999 for offsite locations or placements Ensure grades in EdNA are reflective of grades in which the school educates students pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates Check for accurate entries in select Student and Oct Student Snapshot fields Location Code field 2 Current Grade Level field 410 Gender Code field 15 Race or Ethnicity Code field 27 Challenge Type field 34 LEP ELL Status field 41 Repeating Last Year field 46 Poverty Code field 88 LEP ELL Eligibility field 95 District Code of Residence field 117 Home Language Code field 123 Years in U S Schools field 125 Location Code of Residence field 165 hd pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates e Student Student Template is used to capture all relevant demographic information Additional indicators have been introduced to aid in the Internal Student Snapshot process e School Enrollment Must be submitted with student template Used by PDE to generate Internal Student Snapshot Based on enr
3. October 1 Student Data FE Before we begin e Please enter your LEA name first and last name and email address in the Chat area e Hold all questions until after the presentation All questions via the Chat area We will indicate in the Chat area when you can start entering your questions Only questions after that point in time will be answered e Remember Chat area is not private hd pennsylvania DEPARTMENT OF EDUCATION PIMS Data Collection 1 October 1 Student Snapshot Data 2014 2015 kcg Pennsylvania DEPARTMENT OF EDUCATION October templates e Student template Ends up being a cumulative list of all students in LEA ona year to date basis e October Student Snapshot template Subset of Student template Today s focus enrollments low income LEP e School Enrollment template Tracks student mobility e Programs Fact template Tracks program participation e District Fact template for LEP Collects district level counts information hd pennsylvania DEPARTMENT OF EDUCATION Who reports LEAs School Districts Intermediate Units IU Career and Technical Centers Charter Schools State Juvenile Correctional Institutions Approved Private Schools APS Private Residential Rehabilitation Institutions PRRI hd pennsylvania DEPARTMENT OF EDUCATION e October enrollment Students educated by LEA on October 1 e Low income Poverty Code
4. STUDENT Student Graduation Status S then Special Education Y or E STUDENT Student Home Language Code not reported STUDENT Student Post Grad Activity 997 Spec Ed must have IEP STUDENT Student Special Education student has IEP invalid Current Grade Level STUDENT Student grade 9 12 Grad Status G A B 0 C W R O E H but no Grade 9 Entry Date STUDENT Student not in grade 9 12 and Grade 09 Entry Date is populated STUDENT Student State Entry Date after the District Entry Date STUDENT Student State Entry Date after the School Entry Date 2 an Rules That are Executed in the Batch Manager Template Rule SCHOOL ENROLLMENT STUDENT Student and Enrollment 413 STUDENT Change in Economic Disadvantage Status PY was Y and CY is N STUDENT Change in LEP ELL Status PY reported 01 CY reported 99 or PY reported 99 CY reported 01 STUDENT Change in Special Education indicator PY was Y and CY is N STUDENT STUDENT Grade 9 Entry Date Check STUDENT Student Check Retained Grade STUDENT Student School grade level not in the EdNA grade configuration for this school STUDENT Student reported as a graduate in previous school year STUDENT Validation UID Student Last Name DOB STUDENT Validation UID Student Last Name DOB Gender pennsylvania DEPARTMENT OF EDUCATION How 4 Check validation reports Ma e Check enrollment data Production gt Enrollment Reports gt ACS and Enrollment Verification Reports e Enrollment Verifi
5. e October 1 Student Snapshot template Subset of Student template Captures students who are e Enrolled on Oct 15 e Low Income e LEP LEA provided Student Snapshot template KJ pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates E E e New for 2014 15 Graduation Status Code field 65 e S Summer Special Education graduate reported after July 15 in the previous year s Student Template District Code of Enrollment field 217 e New field for the 2014 15 SY e Required field e Report AUN of LEA where student is enrolled L pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates e Assessment Participation Code field 202 moved to Assessment Participation Code field 212 Revised Assessment Participation Codes Not Participating in any of these assessments NIMS and NOCTI K K NMS o Note The LEA administering the assessment should report the assessment code for the student pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates e Keystone Assessments Assessment Participation Code 2 Keystone Winter field 214 Assessment Participation Code 3 Keystone Spring field 215 Assessment Participation Code 4 Keystone Summer field 216 A Algebra B C Biology Algebra and Literature Algebra Literature Biology Literature and Biology Algebra and Biology Z N A Not Participating i
6. field 88 e Limited English proficiency LEP LEP ELL Status field 41 Years in U S Schools field 125 LEP ELL Eligibility field 95 Nonpublic students served by Title III District Fact template 2 pennsylvania DEPARTMENT OF EDUCATION PG e October 1 enrollment Federal reporting requirement Official total public enrollment Important for planning and policy development e Low income Official poverty count Teacher Loan Forgiveness program 2 pennsylvania DEPARTMENT OF EDUCATION e Limited English proficiency Federal reporting requirement Official LEP count Factor in Title III funds received for this program e Non public students served by Title ITI Federal reporting requirement Factor in Title III funds received for this program hd pennsylvania DEPARTMENT OF EDUCATION e School Performance Profile Published report assessing school success Data utilized in profile See PIMS Manual Vol 1 School Performance Profile section No appeals for profile data once data is finalized in PIMS Cognos folder Production gt School Performance Profiles hd pennsylvania DEPARTMENT OF EDUCATION e Collection Window October 1 2014 October 17 2014 e Correction Window November 3 2014 November 14 2014 e October Student ACS PDE will notify the LEAs when the ACS is due Typically two weeks after the correction win
7. CALENDAR SCHOOL ENROLLMENT and STUDENT CTE Collection 13 14 Templates included are CTE STUDENT FACT CTE STUDENT CTE 13 14 INDUSTRY CREDENTIAL SCHOOL ENROLLMENT STUDENT and STUDENT SNAPSHOT 2014 06 30 2014 2015 Student Year Templates included are STUDENT SCHOOL ENRO 2 TEEN 2014 2013 stu gt A PVAAS 2014 2013 PVAAS 2014 2015 pennsylvania DEPARTMENT OF EDUCATION How 3 Upload relevant templates are Rules That are Executed in the File Manager Template Rule SCHOOL ENROLLMENT Enrollment Comment must be blank or DELETE STUDENT Student Blank Challenge Type STUDENT Student Date Enrolled in ESL Prog prior to Date Enrolled in US School STUDENT Student Date Enrolled in ESL Program not reported STUDENT Student Date Enrolled in US School not reported STUDENT Student Diploma Type Code but Graduation Status not G STUDENT Student District Entry Date after the School Entry Date STUDENT Student Dropout but Invalid Post Grad Activity STUDENT Student Economic Status is F or R then Economic Disadvantaged status code should be Y STUDENT Student Food Program Eligibility is N then Economic Status lt gt F or R STUDENT Student Foreign Exchange student reported as ELL STUDENT Student Foreign exchange student Graduation Status lt gt G STUDENT Student Grad Drop but no Post Grad Activity STUDENT Student Graduate but Invalid Post Grad Activity STUDENT Student Graduate missing Diploma Type
8. Collection 6 Open All Year Guidelines Cont d Template dependencies are the same as documented in the current PIMS manual Templates will be validated against DQE rules Safe Schools will be able to upload incidents as they occur so that they can plan their work accordingly The PIMS Calendar will display the reporting dates that need to be met and email reminders will be sent out two weeks prior to those dates KJ pennsylvania DEPARTMENT OF EDUCATION Contact information FEE e Technical assistance PIMS Support Services e 1 800 661 2423 e Help PIMSSupport org e Enrollment and low income assistance DDQ Data Collection Team e Ra DDQDataCollection pa gov e LEP assistance Instructional Quality e RA LEP pa gov L pennsylvania DEPARTMENT OF EDUCATION Question amp Answer e Please submit your question using the messaging tool e Limit questions to issues dealing with the October enrollment low income and LEP data KJ pennsylvania DEPARTMENT OF EDUCATION For more information on the October 1 Student Snapshot Data please visit PDE s website at www education state pa us The mission of the department is to academically prepare children and adults to succeed as productive citizens The department seeks to ensure that the technical support resources and opportunities are in place for all students whether children or adults to receive a high quality education DEPART
9. MENT OF EDUCATION hd pennsylvania
10. able within PIMS DEPARTMENT OF EDUCATION hd pennsylvania How 2 Create relevant templates e School Enrollment Template Corrections School Enrollment Template ose i sue Jew ome com 5236 09 20 15 School Enrollment 1238 234 9547 E1 10 01 15 1232 234 9674 WD1 10 01 15 09 30 15 09 07 15 25 234 7569 EL 10 01 15 pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates e Create District Fact template for LEP Nonpublic Student Counts e Required to be submitted by school districts charter schools and Comprehensive CTCs e Sample excel spreadsheet found in PIMS User Manual Volume 1 under the District Domain e Only report data elements where category 3 is NONPUB All remaining data elements included in Appendix AF will be collected in the PIMS Collection 4 June 15 2015 e Refer to PIMS Manuals Volumes 1 and 2 L pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates L 6 E E e Nonpublic Student Counts District Fact template for LEP Dos e Do report if LEA is a Title III recipient for the 2014 15 school year e Do report the number of nonpublic students being served with Title III dollars during the 2014 15 school year e Do finish proficiency testing at participating nonpublic entities to report accurate data e Do collaborate with the ESL and or Title III Director to co
11. ally retarded and other exceptionalities report the student s actual grade level as indicated in their IEP Ungraded is still applicable for course codes hd pennsylvania DEPARTMENT OF EDUCATION How 1 Determine who to report e Economically Disadvantaged Status Code field 88 LEA determines if a student is considered low income or economically disadvantaged through e Temporary Assistance for Needy Families e Census poor e Medicaid e Institutions for neglected or delinquent children e Foster care e Most recent reliable data available L pennsylvania DEPARTMENT OF EDUCATION How 1 Determine who to report e Who is considered to be counted as a Limited English Proficiency LEP student A student who is a current English Language Learner and is receiving instruction in an ESL and or bilingual educational program at your LEA If need assistance email ra lep pa gov Who is considered to be counted as Title III served LEP ELL Eligibility An ELL student who is enrolled in an LEA that receives Title III funds as a single subgrantee or consortium member _g pennsylvania DEPARTMENT OF EDUCATION How 1 Determine who to report e What codes are applicable to LEP LEP ELL Status field 41 Years in U S Schools field 125 LEP ELL Eligibility Field 95 KJ pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates
12. cation PDF e Duplicate Students Reported Details with Other LEA Excel Verify gt Validation Reports gt Template Verification e Student Snapshot Template Details Excel e Choose October 1 2014 Snapshot Date Run Reports using Advanced Options _g pennsylvania DEPARTMENT OF EDUCATION How 4 Check validation reports e Check low income data Production gt Low Income Reports e LEA Low Income Verification District Level PDF e LEA Low Income Verification School Level PDF Verify gt Validation Reports gt Template Verification e Student Snapshot Template Details Excel e Choose October 1 2014 Snapshot Date Run Reports using Advanced Options _g pennsylvania DEPARTMENT OF EDUCATION How 4 Check validation reports e Check LEP data Production gt LEP Reports e LEA LEP Profile Detail Report e LEA Immigrant Profile Detail Report e LEP and Immigrant Students CY PY Verify gt Validation Reports gt Template Verification e Student Snapshot Template Details Excel e Choose October 1 2014 Snapshot Date Run Reports using Advanced Options L pennsylvania DEPARTMENT OF EDUCATION How 5 Accuracy certification Ls e Verify data is accurate Print ACS e Production gt Enrollment Reports gt ACS and Enrollment Verification Reports e October 1 Enrollment Low Income and LEP Data LEA Profile and ACS e Submit signed ACS by due date e Emai
13. dow closes hd pennsylvania DEPARTMENT OF EDUCATION Webinar reminder For those who joined the session after it began e Please enter your LEA name first and last name and email address in the Chat area e Hold all questions until after the presentation All questions via the Chat area We will indicate in the Chat area when you can start entering your questions Only questions after that point in time will be answered e Remember Chat area is not private L pennsylvania DEPARTMENT OF EDUCATION How 1 Determine who to report 2 Create Student October Student Snapshot School Enrollment Programs Fact and District Fact templates 3 Upload templates 4 Check validation reports 5 Submit Signed Accuracy Certification Statement ACS hd pennsylvania DEPARTMENT OF EDUCATION How 1 Determine who to report Fr e Who is enrolled at your LEA Students taught by your LEA teachers for one or more classes on October 15 of the current school year Students taught by your LEA teachers at an offsite location on October 15 of the current school year e Include students for which the LEA is accountable but who are placed in another LEA for their education e What code is applicable Snapshot Date field 83 L pennsylvania DEPARTMENT OF EDUCATION How 1 Determine who to report SSeS SSS ee e Pre kindergarten students reminder PIMS U
14. l or fax all pages of the ACS e RA DDQDataCollection pa gov e 717 787 3148 Note Email is the preferred method for submitting an ACS L pennsylvania DEPARTMENT OF EDUCATION PIMS resources TJ e PIMS website Go to www education state pa us Click on the Programs link on the left side of the screen In the Programs drop down choose the Pennsylvania Information Management System PIMS PIMS Administrator Guide and Cognos Primer e PIMS Application Support Technical questions should be directed through the PIMS Application Support at 1 800 661 2423 hd pennsylvania DEPARTMENT OF EDUCATION Reminder e PIMS Q amp A Webinars Thursday 1 30 p m 2 30 p m e Sept 11 e Sept 25 e Oct 9 e Oct 23 e Nov 6 e Nov 20 e Dec 18 KJ pennsylvania DEPARTMENT OF EDUCATION Reminder e Collection 6 Open All Year Guidelines Note Available templates can be uploaded updated corrected and deleted based on privileges all year long by the LEAs to ensure that their data is up to date for the internal snapshots and collections Safe Schools dataset can be uploaded through 7 31 PVAAS dataset can be uploaded through 4 1 HQT dataset can be uploaded through 6 30 Voluntary CDTs can be uploaded throughout year The Student and School Enrollment templates are included in Collection 6 L pennsylvania DEPARTMENT OF EDUCATION Reminder e
15. n this Keystone 2 pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates pg e Assessment Participation Codes LEAs administering an assessment are to report the student with the appropriate Assessment Participation Code LEAs not administering an assessment to students report e Code Z N A not participating in this Keystone Note Adherence to these rules will reduce the need for hand bubbling of test booklets kcg Pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates e Reinstated fields CTE Indicator field 190 Y N e CTE is providing all core academics to the student e Only CTCs will report Special Education Referral field 167 Y N e Special education student referred to another LEA for education e Only district of residence may report Y hd pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates Oct Student Snapshot template Dos and Don ts Do include students taught by your LEA on October 1 2014 for one or more classes Do ensure student names are up to date in LEA SIS and PAsecurelD Do not get a new PAsecurelD for students that have ever been educated by another LEA in Pennsylvania e Including Pre kindergarten and kindergarten students e Find existing PAsecureID and use it Use search function in PAsecurelD application L pennsylvania DEPARTMENT OF EDUCATION How
16. nfirm accurate data 2 pennsylvania DEPARTMENT OF EDUCATION How 3 Upload relevant templates mm am e Templates must be submitted in order Student template Student Snapshot template School Enrollment template e Other templates to submit during this collection Programs Fact template District Fact template hd pennsylvania DEPARTMENT OF EDUCATION How 3 Upload relevant templates Imam eee e Data Quality Engine DQE edits Upfront editing feature e Improves data quality prior to data being submitted to PIMS e Reduces data cleanup after data has been submitted to PIMS e Upfront edits are to create consistency amongst data collections 2 pennsylvania DEPARTMENT OF EDUCATION How 3 Upload relevant templates e View DQE Rules Home page e Select magnifying glass for the open collection Data Quality dngina me Date Subject Message No messages available oO en Colle tic e Collection Description PDE vindow for the loading of staff certifications test results and college majors from Staff Certifications TIMS Also includes the HQT requirements the mapping Eden 2012 2013 Eden Collection 2012 2013 PATI 2013 2014 2013 2014 PATI Survey Template included is the SURVEY PARTICIPANT RESPONSE POE Dashboard POE Dashboard 13 14 Q Child Acct 13 14 Child Accounting 2013 2014 Templates included are PIMS STUDENT CALENDAR FACT i PIMS SCHOOL
17. ollment data and student demographics Used to track student entry and withdrawal data hd pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates ESS E e School Enrollment Template continued Student must have a school enrollment record either in the uploading template or in PIMS for the student to be uploaded Provides the ability to determine which students were enrolled for the Internal Snapshot date or during the date range required by the data set Tracking student entry and withdrawal e Not to be confused with Child Accounting requirements which does not use School Enrollment Template L pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates e School Enrollment New Codes 2014 15 Entry and Withdrawal Codes Entry Student enrolled in this local education agency LEA or re enters the LEA Student left school without transferring or dropped out Student transferred to another public LEA Student transferred to a private or nonpublic school or out of the state or out of the United States Student fulfilled graduation requirements Received some other recognized credential such as a certificate of attendance or GED Student changes schools or grade level within the local education agency LEA Student deceased Student exited due to maximum age and completed Special Education student Student exited due to maximum age and did not complete S
18. pecial Education student Student enrolled but did not show KJ pennsylvania DEPARTMENT OF EDUCATION How 2 Create relevant templates e School Enrollment Template Exceptions Exceptions When not to send school enrollment information e If the grade Field 10 has a code of AAP e If the graduation status Field 65 is an S indicating a summer special education graduate that was reported as a graduate in the prior school year but exited special education after July 1 e If the special education referral indicator Field 167 is Y and student has an active IEP This situation indicates that the student is not being educated by the district of residence but has been referred elsewhere for special education services e If district of enrollment Field 217 is not equal to the district code Field 1 This situation indicates that the district reporting employs the staff teaching a non enrolled student DEPARTMENT OF EDUCATION hd pennsylvania How 2 Create relevant templates e School Enrollment Template Corrections School Enrollment Template Record to be corrected All information on the enrollment record to be deleted must match the erroneous record in PIMS Field 8 Comment should contain DELETE o All capital letters o No spaces or punctuation Upon upload this will o Delete the erroneous record from school enrollment o Copy the erroneous record to an audit t
19. ser Manual Vol 1 Students To Be Reported section Pre kindergarten includes Head Start or PA Pre K Counts students if they are part of an authorized program of the LEA PA Pre K Counts and Head Start grantees may partner with a school OR rent space from a school e If the school is a partner and funds pass from the grantee to them then these enrollments should be entered into PIMS by the school e If the program is run in the school facility but not in partnership with the school then these enrollments should not be entered by the school L pennsylvania DEPARTMENT OF EDUCATION How 1 Determine who to report ww EE Ey e Cyber program students Student in your LEA s cyber program e Report this student in the school in which they would attend if they were notin a cyber program Student in another LEA s cyber program e Report this student in the school in which they would attend if they were notin a cyber program The LEA administering the cyber program does not report this student in October enrollment Nonresident student in your LEA s cyber program e Do not report this student in October enrollment The sending LEA will report this student Note This is not the same as a Cyber Charter School Cyber Charter Schools are recognized as separate LEAs that assume accountability for their cyber students and report them in October enrollment pennsylvania DEPARTMENT OF EDUCATION How
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