Pennsylvania Information Management System

Pennsylvania Department of Education

Pennsylvania Information Management

System

Volume 1 USER MANUAL

Ron Tomalis Secretary of Education

2012 ? 2013

V 1.0

Pennsylvania Information Management System

Pennsylvania Department of Education

Pennsylvania Department of Education Administration

333 Market Street Harrisburg, PA 17126-0333

Ron Tomalis Secretary of Education

Amy Morton Executive Deputy Secretary

Carolyn Dumaresq Office of Elementary / Secondary Education

Michael Walsh Office of Administration

Jill Hans Office of Postsecondary / Higher Education

Alice Lubrecht Office of Commonwealth Libraries

Kim Ebert Chief Information Officer

Barbara Minzenberg Office of Child Development and Early Learning

Public Education Department PIMS Team

PIMS Project Sponsor Amy Morton

PIMS Project Director

PIMS Support Services

Dave Ream

Call Toll Free ? 1-800-661-2423 -ORTo access the PIMS Help Desk online, please follow the following steps:

1. Access the following link: or copy and paste it into your web browser's address bar.

2. Enter your user name and password. 3. Follow the directions on the form to submit your help request. 4. To access the PIMS web page, access this link:

2523 Reference documents can be access by clicking on the appropriate document folder(s).

2012/2013 PIMS Manual V1.0 Volume 1 Release Date 8/1/2012

Page i

Pennsylvania Information Management System

Pennsylvania Department of Education

Table of Contents

Introduction ................................................................................................................................ 4

Purpose ..................................................................................................................................................................................... 4 Family Educational Rights and Privacy Act ................................................................................................................................ 4

PIMS User Manual Volume 1 Change Summary........................................................................ 5 PIMS User Manual Volume 2 Change Summary........................................................................ 8 Students To Be Reported in PIMS ............................................................................................. 9 Staff To Be Reported in PIMS ...................................................................................................14 Race/Ethnicity: Federal Race and Ethnicity Standards..............................................................15

Collecting Race/Ethnicity Data ................................................................................................................................................. 15 Reporting Race/Ethnicity Data in PIMS.................................................................................................................................... 15 Recordkeeping ........................................................................................................................................................................ 16 Race/Ethnicity Definitions ........................................................................................................................................................ 16

Templates .................................................................................................................................17

Key Items to Note with Template Creation ............................................................................................................................... 17 Development Priority ............................................................................................................................................................... 17 Template Information ............................................................................................................................................................... 17 Field Information ...................................................................................................................................................................... 18 Key Fields................................................................................................................................................................................ 19 Rules ....................................................................................................................................................................................... 19 Load Sequence/Dependencies ................................................................................................................................................ 19 FAQs ....................................................................................................................................................................................... 20

Child Accounting Domain ..........................................................................................................21

School Calendar Template (20 Fields, 18 Collected)................................................................................................................ 22 Student Calendar Fact Template (14 Fields, 14 Collected) ...................................................................................................... 30

Course and Grades Domain......................................................................................................38

Course Template (46 Fields, 14 Collected) .............................................................................................................................. 39 Course Instructor Template (22 Fields, 8 Collected) ................................................................................................................ 45 Student Course Enrollment Template (20 Fields, 12 Collected) ............................................................................................... 50

Discipline Domain .....................................................................................................................56

Incident Template (16 Fields, 9 Collected) ............................................................................................................................... 58 Person Template (10 Fields, 10 Collected) .............................................................................................................................. 62 Incident Offender Template (15 Fields, 14 Collected)............................................................................................................... 66 Incident Offender Infraction Template (7 Fields, 7 Collected) ................................................................................................... 70 Incident Offender Disciplinary Action Template (11 Fields, 8 Collected) ................................................................................... 73 Incident Offender Parent Involvement Template (6 Fields, 6 Collected) ................................................................................... 77 Incident Victim Template (12 Fields, 11 Collected)................................................................................................................... 80

District Domain..........................................................................................................................84

District Fact Template (17 Fields, 6 Collected) ......................................................................................................................... 85 District Snapshot Template (96 Fields, 6 Collected) ................................................................................................................. 88

Enrollment Domain ...................................................................................................................94

School Enrollment Template (11 Fields, 9 Collected) ............................................................................................................... 95

Groups and Programs Domain................................................................................................100

Programs Fact Template (25 Fields, 11 Collected)* ............................................................................................................... 101

Location Domain .....................................................................................................................109

Location Fact Template (18 Fields, 9 Collected) .................................................................................................................... 110

Survey Domain .......................................................................................................................119

Survey Participant Response (8 Fields, 7 Collected).............................................................................................................. 120 PATI IU Technology Survey (14 Questions)........................................................................................................................... 123 PATI IU Technology Survey Sample Data.............................................................................................................................. 128 PATI LEA Technology Survey (14 Questions)........................................................................................................................ 129 PATI LEA Technology Survey Sample Data .......................................................................................................................... 135 PATI School Technology Survey (99 Questions).................................................................................................................... 136 PATI School Technology Survey Sample Data ...................................................................................................................... 156

Staff Domain ...........................................................................................................................157

Staff Template (95 Fields, 34 Collected) ................................................................................................................................ 158 Staff Snapshot Template (95 Fields, 35 Collected) ................................................................................................................ 173 Staff Assignment Template (20 Fields, 8 Collected) ............................................................................................................... 187 Staff Development Fact Template (14 Fields, 5 Collected)..................................................................................................... 195

2012/2013 PIMS Manual V1.0 Volume 1 Release Date 8/1/2012

Page ii

Pennsylvania Information Management System

Pennsylvania Department of Education

Student Domain ......................................................................................................................199

Student Template (202 Fields, 53 Collected) ......................................................................................................................... 200 Student Snapshot Template (202 Fields, 54 Collected).......................................................................................................... 227

Career and Technical Education (CTE) Domain......................................................................253

CTE Student Fact (27 Fields, 24 Collected) ........................................................................................................................... 255 CTE Student Industry Credential (9 Fields, 9 Collected) ........................................................................................................ 271

Special Education Domain ......................................................................................................278

Special Education Snapshot (52 Fields, 19 Collected) ........................................................................................................... 280

Extracting Data into Template Format.....................................................................................288 Data Manager (eDM) ..............................................................................................................290

2012/2013 PIMS Manual V1.0 Volume 1 Release Date 8/1/2012

Page iii

Pennsylvania Information Management System

Pennsylvania Department of Education

Introduction

Purpose

The Pennsylvania Information Management System (PIMS) is a collaborative effort of the Pennsylvania Department of Education (PDE) and the Local Education Agencies (LEAs) across the Commonwealth. PIMS is a statewide, longitudinal data system that will efficiently and accurately manage, analyze, disaggregate, and use individual student data for each student served by Pennsylvania's Pre-K through Grade 12 public education system.

PIMS serves many purposes. These are to: meet the current PDE and federal reporting requirements; 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, and; report timely and accurate education data through standardized and ad hoc reporting capabilities.

PIMS uses the eScholar data warehouse model, which stores data in a relational database. eScholar uses a standard set of templates that provides a consistent format for loading data from various information systems into the warehouse. By using templates, LEAs are not required to purchase new hardware or software. Modifications to information system software will be necessary to format data to meet template standards for file transmission. For additional information on eScholar, please visit the eScholar website at .

Family Educational Rights and Privacy Act

Student education records are official, confidential documents protected by the Family Educational Rights and Privacy Act (FERPA, 20 USC 1232g). FERPA defines education records as all records that schools or education agencies maintain about students, and also protects both paper and computerized records. FERPA and other privacy laws (such as Title I and Special Education) ensure that information about citizens collected by schools and government agencies is released only for specific and legally defined purposes.

Under FERPA Sec. 99.31 and 99.35, education agencies may release personally identifiable information to PDE for the purposes of auditing and evaluating education programs, and for complying with federal and state regulations. See Volume 2 of the PIMS User Manual for additional summary information on FERPA.

2012/2013 PIMS Manual V1.0 Volume 1 Release Date 8/1/2012

Page 4

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download