Guide to Keystone Exams Reporting Procedures
Keystone Exams Reporting provides detailed instructions on submitting accurate data to the Pennsylvania Information Management System (PIMS) for grades 3-12 students. The process involves updating templates, ensuring data quality, running verification reports, and complying with snapshot deadlines. The reporting covers student demographics, school enrollment details, special education, English learners, economically disadvantaged students, race/ethnicity groups, and entry dates at state, LEA, and school levels.
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Keystone Exams Reporting
Keystone Exams- Reporting Who Submits Data to PIMS? Must Submit Data to PIMS Keystone- specific Course Educating LEA School Districts, Charter Schools, Intermediate Units (IU), Career and Technical Centers (CTC), Private Residential Rehabilitation Institutions (PRRI), Approved Private Schools (APS), State Juvenile and Corrections Institutions (SJCI). 2
Keystone Exams- Reporting Upload students in grades 3-12 Update templates for Student and School Enrollment Collection Window 6 Ensure that data passes the Data Quality Engine (DQE) checks. Update and pass DQE checks Verify successful data submission by running the pre- snapshot verification reports. Upload data without errors to PIMS Production by 12:00 p.m. (noon) on the internal snapshot date. There will be no extensions. Run reports and upload to PIMS 3
Keystone Exams- Reporting Internal Snapshot Overview LEAs submit accurate data by 12:00 p.m. in Collection window 6 on internal snapshot date PIMS Locked Down after 12:00 p.m. on internal snapshot date PIMS Available after the Internal Snapshot is taken. LEAs upload templates and ensure that data passes the DQE checks PDE sends a reminder to LEAs informing them of the upcoming internal snapshot due date PDE generates internal snapshot. No changes can be made after this time! LEAs use pre- snapshot reports to ensure data accuracy. 4
Keystone Exams- Reporting Internal Snapshot Details Student Demographics School Enrollment First Name Last Name Birthdate PAsecureID Grade 5
Keystone Exams- Reporting School Enrollment Template Entry and withdrawal dates Entry an withdrawal codes Entry and withdrawal grades Student Name Numbers, dashes and apostrophes are the only special characters accepted in the students name. Students must have and E or R enrollment code prior to the internal snapshot date, and not be withdrawn prior to the snapshot to be included in the internal snapshot. 6
Keystone Exams- Reporting Student Template Student Groups Field 38: Special Education Field 41: English learner (EL) Field 88: Economically disadvantaged Field 27: Race/Ethnicity student groups Full Academic Year Field 109: State Entry Date Field 99: LEA Entry Date Field 98: School Entry Date These dates cannot be a future date. State <= LEA <= School Attribution Field 117: District Code of Residence (Appendix N) Students designated as 1305/1306 without known district use 999999999. Field 165: Location Code of Residence If the District of Residence does not have a school within the student s grade level, use 0000. 7
Keystone Exams- Reporting Business Rules A student s PAsecureID must be reported to the testing vendor by only one LEA. When more than one LEA reports a student in the internal snapshot, the following rules will be applied to deduplicate the students: If the student is reported at The record submitted by one or more occupational CTC and an LEA of any other type, the other LEA will be used. one comprehensive CTC and a school district (SD)/charter school (CS), the comprehensive CTC will be used. one IU and one or more other LEA types, the IU will be used. one CS and one or more SDs, the CS will be used. 8
Keystone Exams- Reporting Business Rules (continued) A student s PAsecureID must be reported to the testing vendor by only one LEA. When more than one LEA reports a student in the internal snapshot, the following rules will be applied to deduplicate the students: If the student is reported at The record submitted by one approved private school and one or more SDs/CSs/CTCs, the approved private school will be used. one private residential rehabilitation institution and one or more LEAs, the private residential rehabilitation institution will be used. multiple school districts, If field 1 = field 217, that LEA s record will be used. If both LEA s have field 1 = field 217, then the district with the latest LEA entry date will be used. multiple charter schools, If field 1 = field 217, that LEA s record will be used. If both LEA s have field 1 = field 217, then the charter school with the latest LEA entry date will be used. 9
Keystone Exams- Reporting How PIMS Data Affects Precode Labels Data Collection for the Keystone Accountability Reporting Precodes Winter Keystone Exams Cognos Presnapshot Reports \Public Folders > eScholar Framework for Cognos - Production > PSSA/Keystone > Presnap Enrollment PRESNAP Subgroup Comparison Report Keystone/PSSA warnings- Duplicate students reported at other LEAs Keystone/PSSA warnings-Reporting District and District of Residence Differ Presnap Assessment Subgroup comparison_Keystones - Reporting 10
Keystone Exams- Reporting How PIMS Data Affects Precode Labels Data Collection for the Keystone Accountability Reporting Precodes Winter Keystone Exams Cognos Snapshot Reports Public Folders Public Folders > eScholar Framework for Cognos - Production > PSSA/Keystone > Snapshot > eScholar Framework for Cognos - Production PSSA/Keystone Enrollment Snapshot Subgroup Comparison Report Duplicate Students Reported - Details - With Other LEA Keystone Assessment Subgroup ACS Reporting Dates needed to run PIMS reports Please reference the Elementary/Secondary Data collection calendar for prior year and current year dates to utilize when running any Presnap or Snapshot report. 11
Keystone Exams- Reporting Resources Division of Assessment and Accountability: www.education.pa.gov/pas www.education.pa.gov/pas https://www.education.pa.gov/K-12/ESSA/FutureReady Future Ready PA Index: https://www.education.pa.gov/K-12/ESSA/FutureReady https://www.education.pa.gov/DataAndReporting/PIMS Pennsylvania Information Management System (PIMS): https://www.education.pa.gov/DataAndReporting/PIMS 12
Keystone Exams- Reporting Contact Information Division of Assessment and Accountability: Ra-pas@pa.gov Ra-pas@pa.gov PIMS Application Support Desk 800-661-2423 Office of Data Quality ra-DDQDataCollection@pa.gov ra-DDQDataCollection@pa.gov 13
For more information on Keystone Exams-Reporting please visit PDEs website at www.education.pa.gov. The mission of the Department of Education is to ensure that every learner has access to a world-class education system that academically prepares children and adults to succeed as productive citizens. Further, the Department seeks to establish a culture that is committed to improving opportunities throughout the commonwealth by ensuring that technical support, resources, and optimal learning environments are available for all students, whether children or adults. 14
