PIMS 101 The Pennsylvania Information Management System.

PIMS 101The

Pennsylvania Information Management

System

WHAT IS THE PURPOSE OF PIMS?AND WHAT STUDENTS GET

REPORTED?! PDE states the following

purposes for PIMS: Meet the current PDE and

federal reporting regulations

Improve education decision-making through the use of high quality data and decision support tools

Provide longitudinal tracking of education progress over time and across LEAs

Report timely and accurate education data through standardized and ad hoc reporting capabilities

Students: Pre-K AM, PM, FT K4 AM, PM, FT K5 AM, PM, FT Grades 1 – 6 Elementary Ungraded

(EUG) Grade 7 – 12 Secondary Ungraded

(SUG) Adult Affidavit Program

(AAP)

…WE HAVE TO REPORT STAFF TOO?!

PIMS states that we must also report all certified and non-certified elementary and secondary professionals who are employed in the public schools of the Commonwealth. The reporting LEA is the agency responsible for the program/course. Classroom Teachers include all employees

holding Instructional I or II (or prior equivalent) interim, and emergency certificates if they are filling a vacancy. Long-term substitutes who are replacing staff on leave

should not be reported. Long-term substitutes who are filling a vacant position

should be reported.

…WE HAVE TO REPORT STAFF TOO?!

Administrators and coordinate services personnel include all who are required by law to be properly certified, as well as those employees who hold a professional-level position for which a certification is not required.

As of the 2009-2010 school year, school security staff (including school police officers, school resource officers and school security officers). School security staff need to be submitted in PIMS

templates dealing with the Safe Schools collection only.

2012-2013 PIMSELEMENTARY/SECONDARYCOLLECTION CALENDAR

COLLECTION CALENDAROVERVIEW

Collections Required, Updates Only, Optional Collection Windows Snapshot Dates Accuracy Certification Statements (ACS) Correction Windows Planned Trainings

PIMS TEMPLATEDEPENDENCIES



PIMSDATA DOMAINS

PIMS User Manual

Volume 1

CHILD ACCOUNTING

REQUIREDREPORTERS

School Calendar School Calendar

Fact

School Districts Intermediate Units Career &

Technology Centers Charter Schools Private Residential

Rehabilitation Institutions (PRRI)

Approved Private Schools (APS)

REQUIREDTEMPLATES

CHILD ACCOUNTINGNEED TO KNOWS…

Submission of end-of-year Child Accounting data is due August 1

Preliminary Child Accounting data is due at the end of March for Juveniles Incarcerated in Adult Facilities (JIAF) programs only.

One School Calendar is submitted for each unique calendar for a group of students. A student’s attendance and membership will be

linked to a calendar by a unique Calendar ID.

CHILD ACCOUNTINGNEED TO KNOWS…

The five important data elements from the Child Accounting perspective of PIMS are: District Code of Residence Funding District Code Residence Status Code District Code of Sending Charter School Grade Level

If ANY of the above fields change for a student during the school year, a separate PIMS Student Calendar Fact record MUST be created for that student.

There are essential fields in Student Template to Child Accounting as well. They are Student Status, Gender Code, Race or Ethnicity Code, Poverty Code, Special Education, LEP/ELL Status, and Location Code of Residence.

THE SCHOOL CALENDAR TEMPLATE

This template is used to identify each unique calendar associated with a student or group of students. One calendar can be submitted for multiple schools with the same days in session, the same number of approved Act 80 days, and the required total instructional time Required total instructional time is as follows:

450 hours for half-time Pre-Kindergarten or Kindergarten (or 150 minutes per day of instruction)

900 hours for grades 1 – 6 (or 300 minutes per day of instruction)

990 hours for grades 7 – 12 (or 330 minutes per day of instruction)


The information collected in this template will be used to calculate the total days in session and total instructional time for each calendar as follows: Days in Session = Number of Scheduled Schools

Days minus Total Days in Session Lost Due to Strike minus Totals Days in Session Lost Due to Act 80 minus Totals Days in Session Lost to Other Reasons plus Total Make-Up Days

Total Instructional Time = Days in Session times Instructional Minutes in a Standard Day minus Total Instructional Minutes Lost to Planned Shortened Days


Calendar ID and Calendar Descriptions are used to clearly and uniquely identify the calendar

Calendar Programs Codes are required if the following situation applies to a calendar: Institutionalized Children’s Program (ICP) Juveniles incarcerated in adult facilities (JIAF) Students in a CTC/AVTS Students in a vocational program at a school district or

charter school Students in an alternative education for disruptive

youth program (AEDY) Students placed out-of-state School-age students in an early intervention (EI)

program Students educated at an APS or PRRI

THE SCHOOL CALENDAR TEMPLATEADDITIONAL INFORMATION

Instructional minutes should be determined by actual instruction, NOT clock hours. This is also the same for lost time for planned shortened days. If the instructional minutes change throughout the year, averaging will be needed.

There are 20 fields in the School Calendar Template 3 Key Fields 3 Conditionally Required Fields 17 Updated Fields

THE STUDENT CALENDARFACT TEMPLATE

This template is used to associate a student’s membership days with a unique calendar uploaded in the School Calendar file. Students will have more than one record in the Student Calendar Fact file if they were withdrawn and reentered due to a change in one of the following fields: Calendar ID, District Code of Residence, Funding

District Code, Residence Status Code, District Code of Sending Charters School or Grade Level

THE STUDENT CALENDAR FACT TEMPLATE

ADDITIONAL INFORMATION

Percent of Time Enrolled for Calendar (Field 10) is used to prorate membership if it is less than full time. For example, when a student is enrolled a

CTC/AVTS program, the percent of time enrolled would be 50% or 50 for each of the two calendar’s they are reported in (one by the CTC/AVTS, one by the educating district).

The following fields are used to identify the school district receiving state subsidies: District Code of Residence (Field 5) Funding District Code (Field 6) Residence Status Code (Field 7)

THE STUDENT CALENDAR FACT TEMPLATE

ADDITIONAL INFORMATION

There are 14 fields in the Student Calendar Fact Template: 8 Key Fields 3 Conditionally Required Fields 6 Updateable Fields

COURSE AND GRADES DOMAIN

REQUIREDTEMPLATES

Course Course Instructor Student Course

Enrollment

School Districts Intermediate Units Career and

Technology Centers Charter Schools State Juvenile

Correctional Institutions

REQUIREDREPORTERS

COURSE TEMPLATE

This template is used to store attributes of each course at each school. The Course Enrollment and Course Instructor templates are used to associate courses with the students enrolled in each section and the instructors of each section, respectively.

There are 46 fields in the Course Template, 14 of which are collected: 5 Key Fields 9 Updatable Fields

2012-2013 AND 2013-2014COURSE CODE CHANGES

In the 2012-2013 school year, PIMS is allowing LEAs one of two options for reporting courses: Option 1: Submit elementary courses as before,

1 elementary course code per student (grade 001, 002, 003, etc.). Music, art, health/physical education, technology and other subjected ARE NOT reported under Option 1. Non-academic subjects such as study hall and lunch are NEVER reported. Beginning in school year 2013-2014, Option 1 will be retired.

2012-2013 AND 2013-2014COURSE CODE CHANGES

Option 2: Submit all elementary courses (subjects), for example, Grade 1 Reading, Grade 1 Math, etc. Music, art, health/physical education, technology, and other special subjected ARE reported under Option 2. Non-academic subjected such as study hall or lunch are NEVER reported. Beginning in the 2013-2014 school year, Option 2 will be required.

Elementary course/subject codes are to be available in a future version of the PIMS Manual. The window for the Course Submission to PIMS opened on January 28, 2013.

COURSE INSTRUCTOR TEMPLATE

The Course Instructor Template is used to identify the instructor(s) of each section of every course reported in the Course Template. The Course Instructor Template should be submitted in a cumulative fashion so that all instructors associated with all sections and courses are reported for the entire school year. All active teachers and teachers on long-term leave

should be included. Teachers who are terminated during the school year

do not need to be submitted unless the course they taught ended with their departure.

Long-term substitutes are only reported if they are filling a vacancy, NOT if they are in for another teacher on a leave.

COURSE INSTRUCTOR TEMPLATE

There are 22 fields in the Course Instructor Template, 8 of which are collected: 6 Key Fields 2 Updatable Fields 1 Optional Field

STUDENT COURSEENROLLMENT TEMPLATE

The Student Course Enrollment Template contains information on student enrollment in each course/section combination.

The template contains 20 fields, 12 of which are collected: 11 Key Fields 1 Updatable Field 1 Optional Field

DISCIPLINE DOMAIN

REQUIREDTEMPLATES

Incident Person Incident Offender Incident Offender

Infraction Incident Offender

Disciplinary Action Incident Offender

Parent Involvement Incident Victim


Technology Centers Charter Schools

REQUIREDREPORTERS

THE DISCIPLINE DOMAINNEED TO KNOWS…

The Discipline Domain is used to track School Safety incidents involving all students (including special education students).

An incident is to be reported by the entity that provides the discipline.

An incident is defined as specific act or offense involving one or more victims to offenders. A reportable incident includes one or more acts of misconduct, involving one or more offenders violating criteria defined under PA Act 26 of 1995. These include, but are not limited to, any behavior

that violates a school’s educational mission or climate or respect, or jeopardizes the intent of the school to be free of aggression against persons or property, drugs, weapons, disruptions, and disorder.

THE INCIDENT TEMPLATE

This template defines the primary details of a discipline incident. One record should be submitted per each reportable School Safety incident. This template include 16 fields, 9 of which are

collected. 3 Key Fields 1 Conditionally Required Field 1 Optional Field 4 Updateable Fields

THE PERSON TEMPLATE

This template defines the primary details of both offenders and victims. The victim CAN be identified with a PASecureID,

however an LEA can elect to leave the victim anonymous.

There are 10 fields in this template, 10 of which are collected. 3 Key Fields 6 Conditionally Required Fields 7 Updatable Fields 1 Optional Field

THE INCIDENT OFFENDERTEMPLATE

This template connects one or multiple offenders to each specific incident. If there are multiple offenders, include multiple records within this template with the same Incident ID. If the offender is unknown for an incident, do not submit a record in this template. This template has 15 fields, 14 of which are

collected. 4 Key Fields 6 Conditionally Required Fields 10 Updatable Fields

THE INCIDENT OFFENDERINFRACTION TEMPLATE

This template connected an incident and the offender to an infraction. If multiple infractions apply to the incident/offender, submit multiple records; use one record per infraction. If the offender is unknown for an incident, do not submit a record in this template. There are 7 fields, 7 of which are collected.

5 Key Fields 3 Conditionally Required Fields 2 Updatable Fields

THE INCIDENT OFFENDERDISCIPLINARY ACTION TEMPLATE

This template is used to track disciplinary sanctions as well as referral to or participation in remedial programs. Each known offender should have one and only one sanction record in this template identifying the “highest” or most severe sanction. If the offender is unknown, do not submit a record in this template. There are 11 fields, 8 of which are collected.


THE INCIDENT OFFENDERPARENT INVOLVEMENT TEMPLATE

This template connects an incident and the offender to one or multiple parental involvement types. If there are multiple parental involvement types for an incident/offender, include multiple records within this template with the same Incident ID and Offender ID. If the offender is unknown or there is no parental involvement, do not submit a record in this template. There are 6 fields, 6 of which are collected.

5 Key Fields 1 Conditionally Required Field 1 Updatable Field

THE INCIDENT VICTIM TEMPLATE

This template connects one or multiple victims to each specific incident. In cases of incidents when there are crimes against property, school/school facility should be used. Note that not all incidents will have a victim. If there are no victims associated with the incident, do not submit any records in this template. There are 12 records, 11 of which are collected.


DISTRICT DOMAIN

REQUIREDTEMPLATES

District Fact

District Snapshot This template is only

to be submitted by School Districts and Charter Schools




REQUIREDREPORTERS

THE DISTRICT FACTTEMPLATE

Some LEAs may not have any directly employed or contracted school security staff. This template is to be used only be these LEAs to indicate this to PDE. Only one record is to be submitted. There are 17 fields, 6 of which are collected.

5 Key Fields 1 Updatable Field

THE DISTRICT SNAPSHOTTEMPLATE

The template only applies to School Districts and Charter Schools.

For these organizational types, PA collects the starting age (in months) for the youngest kindergarten, as well as of the cutoff to each minimum age for the program. The template has 96 fields, 6 of which are

collected. 2 Key Fields 4 Updatable Fields

ENROLLMENT DOMAIN

REQUIREDTEMPLATES

School Enrollment School Districts Intermediate Units Career and



PRRIs APS

REQUIREDREPORTERS

SCHOOL ENROLLMENTTEMPLATE

This template contains the student enrollment and withdrawal transactions at each school within each LEA. This template will be used to track student mobility. Submit all mobility transactions for all students throughout the entire year, not just students active at the end of the year, and not just the last transaction for the student. There are 11 fields, 9 of which are collected.

6 Key Fields 1 Optional Field 3 Updatable Fields

GROUPS AND PROGRAMSDOMAIN

REQUIREDTEMPLATES

Programs Fact School Districts Intermediate Units Career and

Technology Centers Charter Schools APS PRRIs State Juvenile


REQUIREDREPORTERS

PROGRAMS FACT TEMPLATE

This template is used to track participation for specifics programs. LEAs must report the actual beginning date (and if applicable, the actual ending date) for a student’s participation in a particular program during the school year. Thus, for each reporting date, each LEA will submit two types of records: Type 1: For a student CURRENTLY ACTIVE in a

program. Type 2: For students that ENDED PARTICIPATION

in a program since the prior reporting date.

PROGRAMS FACT TEMPLATE

There is a complete list of programs to be collected can be found in Volume 2 of the PIMS User Manual. There are 25 fields, 11 of which are collected.

6 Key Fields 4 Conditionally Required Fields 1 Optional Field 5 Updatable Fields

LOCATION DOMAIN

REQUIREDTEMPLATES

Location Fact School Districts Intermediate Units Career and


REQUIREDREPORTERS

THE LOCATION FACTTEMPLATE

This template is used to capture the various aggregated data shown in the table below for each school.

Category Data Captured

Habitual Truacy Habitual Truancy by:Grade Level, Ethnicity and Gender

Indication of no ReportableSafety Incidents for a School

N/A

Expulsions due to AcademicOr Student Code Violations

Expulsions by Infraction Categories:Grade Level, Ethnicity, and Gender

Out of School SuspensionsDue to Academic or StudentCode Violations

Out of School Suspensions by InfractionCategories: Grade Level, Ethnicity and Gender

THE LOCATION FACTTEMPLATE

There are 18 fields, 9 of which are collected. 8 Key Fields 1 Conditionally Required Field 1 Updatable Field

SURVEY DOMAIN

REQUIREDTEMPLATES

Survey Participant Response

Intermediate Units School Districts Career and


REQUIREDREPORTERS

THE SURVEY PARTICIPANTRESPONSE TEMPLATE

This template is used to capture the results of the PATI IU Technology survey, the PATI LEA Technology Survey and the PATI School Technology Survey. The IU Survey has 14 questions. The LEA Survey has 14 questions. The School Technology Survey has 99 questions. There are 8 fields, 7 of which are collected.


STAFF DOMAIN

REQUIREDTEMPLATES

Staff Staff Snapshot Staff Assignment Staff Development

Fact



Correctional Institutions SCJIs do not need to

submit the Staff Development Fact.

REQUIREDREPORTERS

STAFF TEMPLATE

This template is meant to reflect the current professional employee situation – there is only one LEA record for each professional employee, even if the employee has worked in more than one location within the LEA for a given collection period. There are 95 fields, 34 of which are collected.

2 Key Fields 10 Optional Fields 32 Updatable Fields

STAFF SNAPSHOT

This table is used to record a point-in-time view of the staff population. There are 95 fields, 35 of which are collected.

2 Key Fields 9 Optional Fields 4 Conditionally Required Fields 32 Updatable Fields

STAFF ASSIGNMENT

This template will be used to track point-in-time information on staff assignments. Long-term substitutes should be included ONLY where filling a vacancy.

This template also is used to collect data on the connection between directly employed or contracted school security staff and the schools they are responsible for patrolling. There are 20 fields, 8 of which are collected.


STAFF DEVELOPMENTFACT TEMPLATE

This template collects qualification and training data on directly employed or contracted School Security Officers, School Resource Officers and School Police Officers. Specifically, it collects the following dates within the current school year: The date of most recent firearms qualification The date of most recent CPR qualification The date of the most recent first aid qualification The number of hours of Municipal Police Officer’s

Education and Training Commission (MPOETC) The number of hours of National Association of

School Resource Officers (NASRO) The number of hours of local training

STAFF DEVELOPMENTFACT TEMPLATE

There are 14 fields, 5 of which are collected 4 Key Fields 1 Updatable Field 1 Conditionally Required Field

STUDENT DOMAIN

REQUIREDTEMPLATES

Student Student Snapshot




PRRIs APS

REQUIREDREPORTERS

STUDENT TEMPLATE The Student Template contains one LEA record for

each student for each school year. The Student Template can be submitted at all reporting periods other than end of year in either a point-in-time fashion (only including active students) or in a cumulative fashion (all students enrolled in the LEA for the school year).

The end of year Student Template submission must be a cumulative submission. All students, regardless of whether or not they were active on a PDE reporting date, must be included. There are 202 fields, 53 of which are collected.

3 Key Fields 6 Optional Fields 10 Conditionally Required Fields 50 Updatable Fields

STUDENT SNAPSHOT

The Student Snapshot Template contains the same information as the Student Template, with the addition of a snapshot date. For the June 30 CTE Snapshot, include ONLY

active students at each reporting period. There are 202 fields, 54 of which are collected.

CAREER AND TECHNICALEDUCATION (CTE) DOMAIN

REQUIRED TEMPLATES

CTE Student Fact CTE Student

Industry Credential

Career and Technology Centers

REQUIRED REPORTERS

REPORTING STUDENTSIN THE CTE DOMAIN

Only LEAs with PDE approved reimbursable secondary CTE programs or registered adult affidavit programs offered by their schools during the reporting year are required to submit these templates in CTE Domain. CTE Student Fact Template is to be submitted only if

the LEA had reportable enrollees in approved reimbursable secondary CTE programs and/or registered adult affidavit programs

CTE Student Industry Credential Template should only be submitted if CTE program enrollees earned reportable industry credentials (secondary or adult affidavit) Do NOT report any student enrolled in General Family

Consumer Science programs, Career Exploration/Awareness Skills programs or ANY ADULTS enrolled in secondary programs (adult intergenerational programs).

CTE STUDENT FACTTEMPLATE

This template defines the CTE Student Fact table. This table contains the primary details of each CTE student’s enrollment within a PDE approved school-level CTE program and/or registered adult affidavit CTE operated by each LEA.

This template serves to accommodate PDE data collection requirements for federal accountability requirements, and PDE’s need to account for student’s that enroll in or complete approved, reimbursable secondary CTE programs and/or registered adult affidavit programs.


DO NOT report secondary students within the CTE Student Fact Template who either: Lack appropriate signed educational and

occupational objectives Are taking one career and technical course

without intending to pursue the approved program of study as indicated by an appropriate, complete educational and occupational objective form

Are enrolled in General Family Consumer Science Are taking a career and technical education

course in order to explore careers


Report all students enrolled in registered adult (only) affidavit CTE programs that meet state program standards/requirements and were submitted and registered as operational in the Career and Technical Education Information System (CATS). CATS registered adult affidavit programs DO NOT include: Enrichment/hobby-type programs for personal

benefit that are not job-related and that do not contribute to a person’s occupational objective

Programs in Adult Basic Education (ABE), Standard Evening High School (SEHS) or General Education Development (GED) unless the program also meets CTE requirements


State-funded Customized Job Training Programs (CJT)

Programs funded 100% with federal monies (e.g. Workforce Investment Act)

100% employer-funded programs Any program not open to the public


CATS registered adult affidavit programs should include the following program types: Registered Apprenticeship: a program for adults

enrolled in a registered apprenticeship program involving on-the-job training

Emergency Services: a program for adults in voluntary public emergency service (e.g. Emergency Medical Technology and Firefighting)

Other Occupational: a program for adults enrolled in a career and technical program for new occupational preparation or to upgrade their skills

The template has 27 fields, 24 of which are collected. 8 Key Fields 15 Updatable Fields 7 Optional Fields 2 Conditionally Required Fields

CTE STUDENT INDUSTRYCREDENTIAL TEMPLATE

The CTE Student Industry Credential Template serves to record industry certifications earned by students during the reporting year as a direct result of the student’s enrollment within a PDE-approved, reimbursable, secondary CTE program or registered adult affidavit program reported within the CTE Student Fact Template. The template has 9 fields, 9 of which are

collected. 7 Key Fields 2 Updatable Fields

SPECIAL EDUCATION DOMAIN

REQUIREDTEMPLATES

Student Snapshot (12/1 and 7/16)

Special Education Snapshot

The District of Residence is responsible for reporting the templates in the Special Education Domain.

REQUIREDREPORTERS

SPECIAL EDUCATION DOMAINNEED TO KNOWS…

The following fields submitted in the Student Snapshot templates will be used for Special Education reporting: Current Grade Level Birth Date Gender Code Address 1 Address 2 City State Code Full Zip Code Race or Ethnicity Code Special Education LEP Participation Name Suffix Last Name Long First Name Long Middle Name

SPECIAL EDUCATION SNAPSHOT This template describes the primary details of

students’ participation in special education in the current school y ear. Only students in the school age programs, K4 – 12, who have a valid IEP on 12/1 should be included in the December submission. The July submission should include all special education students with a valid IEP from July 1 through June 30, including any special education students who exited during the school year. Gifted students are NOT uploaded in this template. Special education data is uploaded by school districts, charter schools and corrections ed. ONLY. The template has 52 fields, 19 of which are collected.

4 Key Fields 15 Updatable Fields 5 Conditionally Required Fields

USER MANUALAPPENDIXES

The PIMS User Manual

Volume 2

VOLUME 2 APPENDIXESAND CONTENTS






ESCHOLAR(EDM)Uploading,

Batching and

Submitting to PIMS

UPLOADING PIMS TO PDE

Uploading is done via eScholar (eDM) through the PDE website. My PDE Apps

PIMS Current Open Collection Windows Upload

Choose the correct Data Collection from the drop down Browse to find the correct file to upload Choose Upload Refresh file status until a green check or a red X has

appeared. After receiving a green check, batch the file. After receiving a green check, you may exit PIMS.

COGNOS

COGNOS

COGNOS provides reports to be pulled from your LEAs data warehouse. Verification Reports

These reports sometimes serve as audit support for data questions.

Error Reports These reports serve as support to ensure correct data

submission. They are to be run for the appropriate submission, and errors should be corrected immediately. Corrections can be made with an additional upload if

the fields in need of correction are updatable. Deletions can only be made by going through the

PIMS Help Desk with a Remedy Ticket, and at times, the request for an override.

PIMS SUPPORT

I NEED HELP!

The PIMS Help Desk 800-661-2423

PDE Documents PIMS Manual PIMS Webinars and Trainings

Onsite, PaTTAN Trainings Planned Trainings

Collection Calendar Q&A Sessions

First Thursday of every month from 1:30 – 2:30 p.m.

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