PIMS Data Collection Consolidation for School Enrollment
Used by Pennsylvania Department of Education (PDE) for generating Internal Student Snapshot based on enrollment data and demographics. Helps track student entry and withdrawal data and determine enrolled students for a specific date range. Template submission required with student data for enrollment tracking. Includes new codes for entry and withdrawal scenarios. Exceptions outlined for not sending enrollment info under specific conditions.
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PIMS Data Collection Consolidation School Enrollment Used by PDE to generate Internal Student Snapshot Based on enrollment data and student demographics Used to track student entry and withdrawal data Provides the ability to determine which students were enrolled for the Internal Snapshot date or during the date range required by the data set Student Student Template is used to capture all relevant demographic information. Additional indicators have been introduced to aid in the Internal Student Snapshot process. 1
PIMS Data Collection Consolidation School Enrollment Template Must be submitted with student template Student must have a school enrollment record either in the uploading template or in PIMS for the student to be uploaded Tracking student entry and withdrawal Not to be confused with Child Accounting requirements which does not use School Enrollment Template 2
PIMS Data Collection Consolidation School Enrollment New Codes 2014-15 Entry and Withdrawal Codes 14-15 Code 14-15 Description E01 Entry: Student enrolled in this local education agency (LEA) or re-enters the LEA WD01 Student left school without transferring or dropped out WD02 Student transferred to another public LEA WD03 Student transferred to a private or nonpublic school or out of the state, or out of the United States WD04 Student fulfilled graduation requirements . Received some other recognized credential, such as a certificate of attendance or GED. WD05 Student changes schools or grade level within the local education agency (LEA). WD06 Student deceased WD07 Student exited due to maximum age and completed (Special Education student) WD08 Student exited due to maximum age and did not complete (Special Education student) WD09 Student enrolled but did not show 3
PIMS Data Collection Consolidation School Enrollment Template - Exceptions Exceptions When not to send school enrollment information If the grade (Field 10) has a code of AAP 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. 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. 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. 4
PIMS Data Collection Consolidation 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 All capital letters No spaces or punctuation Upon upload this will: Delete the erroneous record from school enrollment Copy the erroneous record to an audit table within PIMS 5
PIMS Data Collection Consolidation School Enrollment Template - Corrections PIMS School Enrollment Template School Enrollment Dist Loc Stud Entry Date Comment 123 234 5236 E1 09/20/15 123 234 9547 E1 10/01/15 UPLOAD 123 234 9674 WD1 10/01/15 Archived Enrollment Deletions 123 234 1364 WD4 09/30/15 DELETE 123 234 6446 E1 09/07/15 DELETE 123 234 7569 E1 10/01/15 6
PIMS Data Collection Consolidation Internal Snapshot What is it? A PDE generated student snapshot based on LEA reported: School enrollment entry and withdrawal data Student demographic and program indicators at a point in time Internal Snapshot is data as of a point in time Advantages of the Internal Snapshot Using current PIMS data allows: PDE to parse the data for LEAs Reduced number of LEA created Student Snapshots per year LEAs have the opportunity to regularly update PIMS allowing for flexibility and time management Updates to student and school enrollment using Collection Window 6 7
PIMS Data Collection Consolidation Internal Snapshot How it works School Enrollment Student Demographic Data Student A Enrolled 9/26 Student A Student B Enrolled 10/1 Student B Student A Withdrawal 9/29 Student C Student C Enrolled 10/2 Student A Enrolled 10/1 9/29/2014 Student Snapshot Student A Demographic Data Internal Student Snapshot for Students Enrolled as of 9/29/2014 8
PIMS Data Collection Consolidation Internal Snapshot Uses LEA provided student snapshot frequency has been reduced to 4 times (during Collection Windows 1, 3, 4 and 5) Internal Snapshots will be used for: PSSA pre-code Keystone pre-codes ELL pre-code ELL ACCESS accountability PSSA accountability Keystone accountability Student and school enrollment data must be kept up to date so Internal Snapshots are accurate Use Collection Window 6 to update student and school enrollment data for Internal Snapshots 9
PIMS Data Collection Consolidation Internal Snapshot How To Plan Planning Ahead (LEAs Choice) Update student and school enrollment data routinely through Collection Window 6 (open all year long) Or send all of your students and school enrollment data prior to the Internal Snapshot Keeping PIMS accurate, reduces assessment hand-bubbling Up to date student and school enrollment data ensures Internal Snapshots are accurate 10
PIMS Data Collection Consolidation Internal Snapshot How To Plan (Cont d) Sep 29 Internal Snapshot Collection Window 5 Collection Window 4 Collection Window 3 Collection Window Collection Window 1 Send Initial Enrollment 2 Updates to Student Updates to School Enrollment Updates to Programs Fact 11
PIMS Data Collection Consolidation Internal Snapshot How To Plan (Cont d) Nov 13 Internal Snapshot Collection Window 5 Collection Window 4 Collection Window 3 Collection Window 2 Collection Window 1 Send Updates Updates to Student Updates to School Enrollment Updates to Programs Fact 12
PIMS Data Collection Consolidation Internal Snapshot - Process PDE Reminder Internal Snapshot will be taken on this date for the specific collection (PIMS Calendar) Reminder two weeks before the Internal Snapshot is produced LEA preparation for Internal Snapshot Run the pre-snapshot report to verify the content of the Internal Snapshot Correct and/or update student and school enrollment data through Collection Window 6 Verify the expected contents of your Internal Snapshot with the pre-snapshot report Run a pre-accuracy certification statement (ACS) Data needs to be correct PRIOR to the Internal Snapshot No correction window for the Internal Snapshot data PDE takes the Internal Snapshot on the scheduled date PDE will lock down PIMS while creating the Internal Snapshot LEAs can run their ACS against the Internal Snapshot 13
PIMS Data Collection Consolidation Internal Snapshot Process (Cont d) LEAs submit data through 11:59 p.m. of Snapshot Date PIMS Available PIMS Locked Down LEAs upload Student and School Enrollment PDE reminder PDE LEAs run LEAs upcoming Internal Snapshot generates internal snapshot Templates ACS Use pre- snapshot report for verification LEAs correct data prior to the snapshot 14
PIMS Data Collection Consolidation Internal Snapshot No Correction Window Internal Snapshot of students enrolled on a certain date or during a period of time As accurate as the date the Internal Snapshot is taken Used for pre-code labels for assessments LEAs can verify the expected contents of your Internal Snapshot with the pre-snapshot report Run a pre-accuracy certification statement (ACS) Correct data to the best of the LEAs ability for the snapshot date No correction window for the Internal Snapshot data Internal Snapshots are a snapshot in time Not to be maintained or modified with new information after the fact 15
PIMS Data Collection Consolidation Collection 6 Open All Year Guidelines Available templates can be uploaded, updated, corrected, and deleted (based on privileges) all year long by the LEA s 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 through out year 16
PIMS Data Collection Consolidation 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 17
