PIMS Data Collection Consolidation
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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

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School Enrollment Used by PDE to generate Internal Student Snapshot

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School enrollment used by pde to generate internal student snapshot

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.


School enrollment used by pde to generate internal student snapshot

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


School enrollment used by pde to generate internal student snapshot

PIMS Data Collection Consolidation

School Enrollment – New Codes

2014-15 Entry and Withdrawal Codes


School enrollment used by pde to generate internal student snapshot

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.


School enrollment used by pde to generate internal student snapshot

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


School enrollment used by pde to generate internal student snapshot

PIMS Data Collection Consolidation

School Enrollment Template - Corrections

PIMS

School Enrollment Template

School Enrollment

UPLOAD

Archived

Enrollment Deletions


School enrollment used by pde to generate internal student snapshot

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


School enrollment used by pde to generate internal student snapshot

PIMS Data Collection Consolidation

Internal Snapshot – How it works

Internal Student Snapshot for Students Enrolled as of 9/29/2014


School enrollment used by pde to generate internal student snapshot

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


  • School enrollment used by pde to generate internal student snapshot

    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


  • School enrollment used by pde to generate internal student snapshot

    PIMS Data Collection Consolidation

    Internal Snapshot – How To Plan (Cont’d)

    Sep 29 Internal Snapshot


    School enrollment used by pde to generate internal student snapshot

    PIMS Data Collection Consolidation

    Internal Snapshot – How To Plan (Cont’d)

    Nov 13 Internal Snapshot


    School enrollment used by pde to generate internal student snapshot

    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


    School enrollment used by pde to generate internal student snapshot

    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 correct data prior to the snapshot


    School enrollment used by pde to generate internal student snapshot

    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


    School enrollment used by pde to generate internal student snapshot

    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


    School enrollment used by pde to generate internal student snapshot

    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


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