PIMS ELL END OF YEAR STUDENT COUNT
Contents
1. School Calendar Staff Assignment Student Calendar Facts Staff Development Fact Safe School Templates Note We have noticed several locations that throughout the year last year had entered various random dates in as Submission Dates This should not be done only actual valid PIMS Submission Dates should ever be added to this dropdown adding additional dates that do not match actual PIMS Submissions can affect the validity of your exported data amp ClassLink 25 www classlink com products classmate ClassLink Inc a ClassLink ClassMate PIMS ELL End of Year Submission PIMS Export Management Location Modules PIMS Management PIMS Export Management 1 2 26 Select the correct location from the top dropdown select the correct submission date If the correct submission date does not appear in the dropdown or if you receive an error Invalid submission date for template when you click Save in Step 5 below review the previous slides for PIMS Export Management Adding a Submission Date Check the boxes for the templates that are due for June 16 2014 submission Student Student Snapshot School Enrollment Program Fact if applicable for your site District Fact if applicable to your site If you want the file headers included on your export files check the Include Header box If you export your files with the headers included on the PIMS Site when you upload the files you2. module you should always perform the Insert Student Information process to bring in any new students who enrolled since the last insert For documentation on PASecurelD s please visit our Documentation website http www classlink com classmate institute shtml Download the Introduction PASecurelD documentation ClassLink 9 www classlink com products classmate PIMS ELL End of Year Submission ClassMate Performing Student Master Information Data Entry Data Entry to be performed or reviewed in this module Location Modules lt Student Enrollment lt Student Master Information Module Student Information Tab Current Grade Level 1 151 c onm First Adan Middle Gender Last Name Akian Address Student Information Academics Career Objective Student Forms Location Modules lt Student En Current Grade 120 Gender Qiu 4 Birth De Student Type HS Tech Prep eye Language acts He azzign Type Create Update Sant Title IMs l Type Mother Full Hane Araceli Address 1 1 200 Harbor Boulevard Address 2 City Easton PA Zip Code 118042 Email Address kritch classlink cam No Yes Home Number 999 455 4715 Work Plumber aoo E Ext ABB Hens r gt ler Cell Phone Mumber GOs Aerts 4
3. LEP7Initial US Date Gifted Student PIHS SpecPop C True False C True False C True False C True False G ClassLink E 28g 2 2 6 20 www classlink com products classmate ClassLink Inc a ClassLink ClassMate PIMS ELL End of Year Submission Running ClassMate PIMS Verification Report Location Reports PIMS Management ClassMate PIMS Verification Report If you do not see the report please ask your System Administrator to assign it to you The ClassMate PIMS Verification Report will give you the following parameter options Enter Parameter Values Parameter Fields Pa rameter Val ues included Verications School Branch Code This is the last 4 digits of Location your AUN H Enter the School Branch Code Data Select ClassMate Data Verification Included Verifications Select Student DiscreteVaue fig os Siehe 1234 Verifications Location Select the Location Multi Locations will run this report for each location Cancel G ClassLink 21 www classlink com products classmate ClassLink Inc PIMS ELL End of Year Submission ClassLink ClassMate Running ClassMate PIMS Verification Report Location Reports PIMS Management ClassMate PIMS Verification Report The ClassMate Data Verification Report contains the following 1 Language Default Non English Speaking Primary Resident 2 Language Defau
4. an 01 01 1900 value listed in the Student PIMS module Akian Adan from State Reporting xtudent ID 00001 0518 State SecurelD 4444988521 3 Studenti Student Student 3 Years In US Schools Grade 3 Entry Date 01 011900 District Entry Date o1 1011900 ochool Entry Date 01 317 300 State Entry Date o1 101 1906 Initial US Entry Date 2 01 01 1300 mE Assessment ELL Bilingual start Date 01 01 1900 Participation NIA not participating in assessment 14 www classlink com products classmate ClassLink Inc ClassLink g ClassMate PIMS ELL End of Year Submission Performing Student PIMS Information Data Entry Location Modules lt PIMS Management lt Student PIMS Information Module Student 2 Tab Data Entry to be performed or reviewed in this module Immigrant Flag applicable Title 3 if applicable A Title indicator to identify which ELL students are Title Ill served e Conditionally required for ELLs with the valid value of 01 in Field 41 LEP ELL Status select either Yes or No radio button ClassMate defaults to No LEP ELL Eligibility if applicable Studenti Student2 Student Wears In LIDS Schools Entree Date Loaistrict Entree O ate o1 GOG S choal Entre Oste State E ntr O ate YOST 300 Initial WIS Entre DO ate BS Eg
5. have duplicated PASecurelD s in Student Master or select the projected year calendar to validate student s who have duplicated PASecurelD s for the projected year in Registration Special Populations LEP Initial US Date Select the current year and validate for a listing of students who are a Limited English Proficiency participate with no initial US entry date Programs Fact LEP Select the current year calendar and validate to display a report listing of t CCI current year HEP euden ClassLink 19 www classlink com products classmate ld ClassMate PIMS ELL End of Year Submission State Reporting Data Validations Location Modules State Reporting State Reporting Validations 207 314 Date 07 03 2014 2 25 59 PM ClassLink Career and Technical Center Missing Students Missing Snapshot Blank Districts Blank 09 Entry Date C True False C True False Tre False True False PAsecurelD Duplicate PAsecurelD 9999 Resident LEA Blank Entry Dates C True False C True False C True False True False Student Facts Credentials Zero Hours Percent CIP Code Information Technical Hours Delivery C True False C True False C True False True False _ Post Secondary Credit C True False Calendar 5tudent Calendar Primary Spec Ed
6. including the ethnicity that you select in Student Master information A Primary ethnicity still must be selected in the Student Master Information module This primary ethnicity will show on the Student 3 tab as primary G ClassLink O ES E E 16 www classlink com products classmate ClassLink Inc 2 PIMS ELL End of Year Submission Student PIMS Information Module Note The data contained in the Student PIMS Information Module stays with the student for the students entire time at the CTC Each year clients need to verify the data within Student PIMS Information module for accuracy and update as necessary For export purposes all information contained in Student PIMS information overrides ClassMate Example If John Doe in 201314 was flagged in Student PIMS as Current ELL but in 201415 John no longer is enrolled in the ELL Program then in Student PIMS the ELL LEP information needs to be updated to reflect the change G ClassLink 17 www classlink com products classmate ClassMate Q PIMS ELL End of Year Submission ClassMate Data Validations Location Modules lt Student Enrollment lt ClassMate Data Validations Continue to run ClassMate Data Validations on a regular bases and right before a PIMS submission ClassMate Data Validations 6 Demographics Correct and update information as necessary in appropriate module s 1 Calendar T Date Pi ClassLi
7. o1 Som Participation EES mot par atu rale Parent Resident _ District m MN M Select Resident District atura aren e siden chool Select A Resident 5 cho dl yes t Po Repeat Last Wr Ces Pio Title yes cm Pio HS Tet S choo Choice Provision a af es LCourt Placed LEF ELL Eliaibilits irg rant Stabs as G ClassLink www classlink com products classmate ClassLink PIMS ELL End of Year Submission Performing Student PIMS Information Data Entry Location Modules lt PIMS Management lt Student PIMS Information Module Student 3 Tab Data Entry to be entered or reviewed in this module Hispanic Student 1 Student 2 Student 3 If the student is Hispanic click yes No multi racial selection can be made If student is not Hispanic multi racial selections can be made Hispanic Ethnicity C Yes No Click to select all races that apply American Indian Alaskan Native not Hispa ng Asian student only has one Ethnicity select that in Student Master Information Black Non Hispanic Primary H5 White Non Hispanic 010 Native Hawaiian or Other Pacific Islander Module and that data will be exported when 5 data is exported For all multi racial students click all ethnicities that apply to the student on the otudent 3 tab
8. ClassLink 45 East Madison Ave Clifton NJ 07011 888 963 7550 www ClassLink com 75 ClassLink ClassMate
9. Mate Re PIMS ELL End of Year Submission Modules Required for PIMS CTE Summer Submission The following modules must be assigned to the staff completing the PIMS ELL End of Year Submission Student Enrollment e Student Master Information PIMS Management e Student PA Secure ID Information e Student PIMS Information PIMS Export Management e Necessary for PIMS Administrators to have to export templates Student Enrollment e ClassMate Data Validations e Student Master Information e Student Contact Information State Reporting e State Reporting Data Validations If you do not have the above listed modules please contact the ClassMate System Administrator for your site so that they can be assigned to you G ClassLink 8 www classlink com products classmate ClassLink Inc PIMS ELL End of Year Submission ClassLink E ClassMate Insert PASecurelD s _ E ui PIMS Management Getting Started 8 PIMS Export Management Double click My Modules Double Click 2 9 Prior Year State Reporting Jd iudent FAsecurelD Informati PIMS Management gt Click Student PASecurelD Information Click Edit located along the top of screen Click on Insert Student information 0 ClassMate for ClassMate Live Environm File Edit View Inserk Student Information This process will insert the students into the module Create Export File Import PAsecureID Note Each time you open the
10. Overview PIMS ELL END OF YEAR STUDENT COUNT SUBMISSION l wy ClassMate PIMS ELL End of Year Submission New PIMS Procedures for 2013 14 Overview of PIMS ELL End of Year Submission ClassLink Hosted Site Information Modules required for PIMS ELL EOY Submission Insert PASecurelD s otudent Master Information Data Entry otudent PIMS Information Data Entry Employee Management PIMS tab Instructional Course Offerings Data Entry District Facts Module ClassMate and PIMS Data Validations Gc ClassLink ClassLink Inc PIMS Export Management 2 www classlink com products classmate O ES E E 30 ClassMate PIMS ELL End of Year Submission New PIMS Procedures for 2013 14 Highlights of English Language Learners ELL End of Year PIMS Collection ClassMate has confirmed that plans to collect ELL End of Year PIMS will affect all CTC s e Only those schools who offer the identified ESL Bi Lingual Programs will be required to submit Program Facts template Refer to Appendix F of the PIMS Manual Volume 2 Codes 19 31 39 46 e Only comprehensive will be required to submit the District Facts template We have contacted these schools concerning this submission amp ClassLink 3 www classlink com products classmate ClassLink Inc a ClassLink ClassMate PIMS ELL End of Year Submission Overview of PIMS ELL End of Year Submissi
11. co Primary Contact Alternate Contact I5 Resident ist Parent Portal amp ccess 71 7 Includes in Correspondence 31 assLink ClassLink Inc 10 www classlink com products classmate ClassLink Inc ae PIMS ELL End of Year Submission Performing Student PIMS Information Data Entry Location Modules lt PIMS Management lt Student PIMS Information Module Upon opening the module go to Edit lt Insert Student Information This will update the students that appear in this module Perform this step each time you come into the Student PIMS Information Module If your site has multiple locations you must perform this step for each location 22 File Classlink Career and Technical Center Alpha C ID SecurelbD G ClassLink www classlink com products classmate ClassLink Inc 2 PIMS ELL End of Year Submission Performing Student PIMS Information Data Entry Location Modules PIMS Management Student PIMS Information Module otudent 1 Tab Data Entry to be performed or reviewed in this module LEP Participation Update the Limited English Proficiency data for ELL students where applicable LEP Start Date Enter date student began LEP Participation LEP End Date Enter date participation ended LEP Years Enter total years of LEP Participation Home Language Update the home language field where applicable when English
12. dent Farer c Person File Mame 120483007F_Perzon_ a r races 3 ee 2 amp ClassLink O 27 www classlink com products classmate O ES E E ClassLink ClassMate Multi Location Clients Special Instructions 28 After you export your files for the first location and have completed validations including re exporting as needed and are ready to submit to PDE Go to PIMS amp upload the files for that location Once files for that location are successfully uploaded move those out of the M ClassMate PIMS folder It is recommended that you move the export files to a special folder subfolder you create such as MAPIMS June 2014 ELL Location One for future reference Click the drop down next to the location name select the next site Then check the template boxes again If you want the file headers included on check the Include Header box Click Save icon Repeat steps for each location www classlink com products classmate PIMS ELL End of Year Submission 4 ClassMate for CTE ClassMate Live Environment PIMS Export Management File Edit view Click the drop down L a o arrow to select the next location ClassLink Career and Technology Center East f Single Loca ClassLink Career and Technology Center East File Delimiter ClassLink Career and Technology Center West G ClassLink
13. is not the language spoken in the home Gc ClassLink 12 www classlink com products classmate PIMS ELL End of Year Submission mi ClassMate student 1 Student 2 Student 3 Guardian Relationship Minor special Education Has IEP UIS Specific learning disability Y Select Graduation Status Student Status Select Student Status Home Language Gifted Not Applicable Dip orna caret Select Diploma Code LEF Participation Never ELL a LEP Start Date 01 0171 ao i LEP End Date 01 0171 auno lt LEP rra Technical Hours 1 Post secondary Credits 0 state of Birth City ot Birth Country of Birth Address 3 200 Harbor Boulevard Gc ClassLink ClassLink Inc www classlink com products classmate ClassLink Inc ClassLink E ClassMate PIMS ELL End of Year Submission Performing Student PIMS Information Data Entry Location Modules lt PIMS Management lt Student PIMS Information Module Student 2 Tab Data Entry to be performed or reviewed in this module Years in US Schools See PIMS Manual Volume 1 Student Domain for Details Enter the number of years Initial US Entry Date Date required for ELL students only Enter the date the student entered the US ELL Bi Lingual Start Date Enter the date the student was first enrolled in an ESL or Bilingual program Default Dates The default enrollment date will be used for all dates with
14. lt Primary Contact Not Resident 3 LEP Participation G ClassLink 22 www classlink com products classmate a ClassLink ClassMate PIMS ELL End of Year Submission ClassMate Data Automation Based off data that clients enter into ClassMate the software auto populates the following fields in the PIMS templates Homebound student has Homebound Attendance Per PDE CTC s can only claim homebound instruction it the CTC is sending an instructor to the home and physically providing instruction LEP Participation student has a Limited English Proficiency Special Populations assignment Poverty Student student has an Economically Disadvantaged assignment in Special Populations Homeless Student student has been identified as Homeless in Student PIMS Information Foreign Exchange Student student has been identified in Student PIMS Information as a Foreign Exchange Student G ClassLink ClassLink Inc 23 www classlink com products classmate ClassLink Inc a ClassLink ClassMate PIMS ELL End of Year Submission PIMS Export Management Adding a Submission Date Location Modules PIMS Management PIMS Export Management Before exporting your templates for each submission you need to first add the Snapshot Submission Date Also If you receive the error Invalid submission date for template when processing update the submission date as follows a 4 View Report 1 Click Edit gt Add Snapsho
15. nk Career and Technical Center Am Enrollment scheduling Resequence Enrollment Withdrawals Enrollment Dates C Tue False True amp False C Thue False C Tue C Falc Projection Projection Information Duplicate Student ID s Demographics HirthDates The False C Te Fal False mum Missing Attendance Duplicate Attendance Primary Contacts Medical False C Thue False C The False O MEE X R m s X e Hc E wt bd T nrvr n ClassLink O 18 www classlink com products classmate ClassLink Inc 2 PIMS ELL End of Year Submission State Reporting Data Validations Location Modules State Reporting State Reporting Validations In most cases for these validations to have meaning you need to first use PIMS Export Management to export your templates so there is data for the validations to process In some cases such as Duplicate PASecure ID that is not necessary If you are getting error messages when trying to create an export run these validations to check for missing incorrect or duplicate data Student Validations No PASecurelD Select the current year to validate students who have no PASecurelD in Student Master or select the projected year calendar to validate student s who have no PASecurelD for the projected year in Registration Duplicate PASecurelD Select the current year to validate students who
16. on Thereporting window is 06 16 2014 to 07 11 2014 e he snapshot date is 06 16 2014 The following templates are required for the PIMS ELL End of Year Submission All CTC s must submit the following three templates Student e Student Snapshot School Enrollment e District Fact PDE has indicated that only comprehensive CTC s need to submit this template e Programs Fact PDE has indicated that Part Time CTC schools not participating in the specified program list found in the PIMS User Manual Volume 2 Appendix F Program Codes are not required to submit the Programs Fact data file If your site does not participate in one of these programs when you try to export this template you will get a message stating Process could not create a Program Fact Template amp ClassLink 4 www classlink com products classmate ClassLink ClassMate PIMS ELL End of Year Submission Overview of PIMS ELL End of Year Submission Note Documentation for the PIMS ELL End of Year Submission can be found on our site at http www classlink com classmate user state documentation state submission Dates can be found on the Elementary Secondary Collection Calendar on the PIMS Website http www portal state pa us portal server pt community pims pennsylvania information management system 8959 G ClassLink ClassLink Inc 5 www classlink com products classmate ClassLink Inc 2 PIMS ELL End of Year Submissi
17. on ClassLink Hosted Site Information For clients who are hosted by ClassLink you will need to connect to LaunchPad before you can export your templates for the PIMS EII End of Year Submission To connect to LaunchPad go to your Internet Browser ex Internet Explorer FireFox etc type in http www classlink com sites schoolacronym Click the Back Again button At the Windows Server login enter your username amp password Username 1 first initial last name example jdoe Password is typically Password1 unless you change it If you need assistance with the LaunchPad URL for your site or your LaunchPad username password please contact us at 1 888 963 550 ext 141 G ClassLink www classlink com products classmate e ClassLink Hosted Site Information Once at the LaunchPad you can click on ClassMate and log in Then proceed with exporting your PIMS ELL End of Year files from ClassMate Once you have your export files exported from ClassMate you can access the Internet from the LaunchPad by clicking on Google Once the Internet Browser is open you can go to the PDE site and proceed This is a sample of what the LaunchPad screen looks like please note your LaunchPad screen may look a little different PIMS ELL End of Year Submission Home Thursday September 23 Applications Places to Main Menu Main Menu ClassMate Google www classlink com products classmate ClassLink Inc Class
18. t Submission Date E Create Export Templates iJ 1 Add Snapshots Submission Dates Purge Export Data Purge CSV Folder ical Center Delete Submission Dates Note We have noticed several locations that throughout the year last year had entered various random dates in as Submission Dates This should not be done only actual valid PIMS Submission Dates should ever be added to this dropdown adding additional dates that do not match actual PIMS Submissions can affect the validity of your exported data G ClassLink 24 www classlink com products classmate ClassLink Inc PIMS ELL End of Year Submission PIMS Export Management Adding a Submission Date Location Modules lt PIMS Management lt PIMS Export Management Before exporting your templates for each submission you need to first add the Snapshot Submission Date Also If you receive the error Invalid submission date for template when processing update the submission date as follows 02 PIMS Snapshot Dates 2 Click the dropdown and select the desired date 3 Check the desired required templates for the submission Snapshot Date ions 2 Select all that apply 4 Click Save to update Student Course iv Student Snapshot Course Instructor D Close the pop up after the message Process complete E S ROS ENTUM 3 iv Program Facts CTE Student Facts Staff CTE Student Credentials Staff Snapshot
19. will need to check the boxes for each file that stating that your files include headers To export the files click Save floppy disk icon ClassLink www classlink com products classmate mi ClassMate PIMS ELL End of Year Submission PIMS Export Management Location Modules lt PIMS Management lt PIMS Export Management ClassLink Career and Technical Center 2 vi Submission Date File Path 06716 2014 Mc Classmate FIM S S File Delimiter Include Header Single Location C Combined Locations v Student File Name 120483007 Student Student Snapshot 3 File 120483007 Stud Snapshot School Enrollment File Name 120483007 School Erroll File 120483007 Programs Fact Programs Fach LlaseLink Career and Technical Center Submission ate 1 4 tf Single Location File Path EIN S Pile D elimiter Imclude Header TC Colle ction CTC Collections Individual Exporks 1 DO Incident File Hame 20482007 lInmcidernt Incident Victim File Hame 120483007 Incident ictim Incident Offender File Name 120483007 Incident COffrdr c Incident Offender Infraction File Name 120483007 _Incident_Offmdr_Infrac D Incident OFF Disciplinary Action File Fame 120483007 Incident D splr E ad D Incident Offender Parent Involve He Hame 1204863007 Inci
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