Pennsylvania Information Management System - …

Pennsylvania Department of Education

Pennsylvania Information Management

System

Volume 1 USER MANUAL

Ron Tomalis Secretary of Education

2012 ? 2013

V 1.0.1

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 V1.0.1 Volume 1 Release Date 5/21/2013

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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........................................................................ 9 Students To Be Reported in PIMS ............................................................................................10 Staff To Be Reported in PIMS ...................................................................................................15 Race/Ethnicity: Federal Race and Ethnicity Standards..............................................................16

Collecting Race/Ethnicity Data ................................................................................................................................................. 16 Reporting Race/Ethnicity Data in PIMS.................................................................................................................................... 16 Recordkeeping ........................................................................................................................................................................ 17 Race/Ethnicity Definitions ........................................................................................................................................................ 17

Templates .................................................................................................................................18

Key Items to Note with Template Creation ............................................................................................................................... 18 Development Priority ............................................................................................................................................................... 18 Template Information ............................................................................................................................................................... 18 Field Information ...................................................................................................................................................................... 19 Key Fields................................................................................................................................................................................ 20 Rules ....................................................................................................................................................................................... 20 Load Sequence/Dependencies ................................................................................................................................................ 20 FAQs ....................................................................................................................................................................................... 21

Child Accounting Domain ..........................................................................................................22

School Calendar Template (20 Fields, 18 Collected)................................................................................................................ 23 Student Calendar Fact Template (14 Fields, 14 Collected) ...................................................................................................... 31

Course and Grades Domain......................................................................................................41

Course Template (46 Fields, 14 Collected) .............................................................................................................................. 42 Course Instructor Template (22 Fields, 8 Collected) ................................................................................................................ 48 Student Course Enrollment Template (20 Fields, 12 Collected) ............................................................................................... 53

Discipline Domain .....................................................................................................................59

Incident Template (16 Fields, 9 Collected) ............................................................................................................................... 61 Person Template (10 Fields, 10 Collected) .............................................................................................................................. 65 Incident Offender Template (15 Fields, 14 Collected)............................................................................................................... 69 Incident Offender Infraction Template (7 Fields, 7 Collected) ................................................................................................... 74 Incident Offender Disciplinary Action Template (11 Fields, 8 Collected) ................................................................................... 77 Incident Offender Parent Involvement Template (6 Fields, 6 Collected) ................................................................................... 81 Incident Victim Template (12 Fields, 11 Collected)................................................................................................................... 84

District Domain..........................................................................................................................88

District Fact Template (17 Fields, 6 Collected) ......................................................................................................................... 89 District Snapshot Template (96 Fields, 6 Collected) ................................................................................................................. 93

Enrollment Domain ...................................................................................................................99

School Enrollment Template (11 Fields, 9 Collected) ............................................................................................................. 100

Groups and Programs Domain................................................................................................105

Programs Fact Template (25 Fields, 11 Collected)* ............................................................................................................... 106

Location Domain .....................................................................................................................114

Location Fact Template (18 Fields, 9 Collected) .................................................................................................................... 115

Survey Domain .......................................................................................................................124

Survey Participant Response (8 Fields, 7 Collected).............................................................................................................. 125 PATI IU Technology Survey (14 Questions)........................................................................................................................... 128 PATI IU Technology Survey Sample Data.............................................................................................................................. 133 PATI LEA Technology Survey (14 Questions)........................................................................................................................ 134 PATI LEA Technology Survey Sample Data .......................................................................................................................... 140 PATI School Technology Survey (99 Questions).................................................................................................................... 141 PATI School Technology Survey Sample Data ...................................................................................................................... 161

Staff Domain ...........................................................................................................................162

Staff Template (95 Fields, 34 Collected) ................................................................................................................................ 163 Staff Snapshot Template (95 Fields, 35 Collected) ................................................................................................................ 178 Staff Assignment Template (20 Fields, 8 Collected) ............................................................................................................... 192 Staff Development Fact Template (14 Fields, 5 Collected)..................................................................................................... 200

2012/2013 PIMS Manual V1.0.1 Volume 1 Release Date 5/21/2013

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Pennsylvania Information Management System

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Student Domain ......................................................................................................................204

Student Template (202 Fields, 53 Collected) ......................................................................................................................... 205 Student Snapshot Template (202 Fields, 54 Collected).......................................................................................................... 233

Career and Technical Education (CTE) Domain......................................................................259

CTE Student Fact (27 Fields, 24 Collected) ........................................................................................................................... 261 CTE Student Industry Credential (9 Fields, 9 Collected) ........................................................................................................ 277

Special Education Domain ......................................................................................................284

Special Education Snapshot (52 Fields, 19 Collected) ........................................................................................................... 286

Extracting Data into Template Format.....................................................................................294 Data Manager (eDM) ..............................................................................................................296

2012/2013 PIMS Manual V1.0.1 Volume 1 Release Date 5/21/2013

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Pennsylvania Information Management System

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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 V1.0.1 Volume 1 Release Date 5/21/2013

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Pennsylvania Information Management System

Pennsylvania Department of Education

PIMS User Manual Volume 1 Change Summary

Below are the changes and additions that have been made for this version of the PIMS User Manual.

Version

Domain

1.0.1 N/A

Section Where applicable

1.0.1 1.0.1 1.0.1

Child Accounting

Child Accounting

Course and Grades

School Calendar Template

School Calendar Fact Template

Course Instructor Template

1.0.1 Enrollment

School Enrollment Template

1.0.1 Student

Student Template

1.0.1 Student

Student Template

1.0.1 Student

Student Template

1.0.1 Student

Student Template

1.0.1 Student

Student Snapshot Template

1.0.1 1.0.1 1.0.1 1.0.1

1.0.1

Student

Student Snapshot Template

Student

Student Snapshot Template

Student Special Education Special Education

Student Snapshot Template

Special Education Snapshot Template

Special Education Snapshot Template

Change Changed the EdNA email address from the incorrect to the correct

Revised the Template Description and Additional Information sections

Revised the Template Description and Additional Information sections

FAQs 1 and 2 ? corrected the PPID codes to use for subcontracted teachers and for Dual Enrollment courses taught by college professors Field 10 ? added "K ? non-resident Act 6, specifically, Philadelphia City SD" to Sample/Valid Value column Field 34 ? added note: "This should match Field 11 (Primary Disability) of the Special Education Snapshot template"

Field 70 ? changed from "R" ("Required") to CR ("Conditionally Required")

Field 70 ? updated information in the Definition, Business Rules, and Sample/Valid Value columns

FAQ 2, bullet 3 ? updated information for Special Education Collections

Field 34 ? added note: "This should match Field 11 (Primary Disability) of the Special Education Snapshot template."

Field 70 ? changed from "R" ("Required") to CR ("Conditionally Required")

Field 70 ? updated information in the Definition, Business Rules, and Sample/Valid Value columns

FAQ 2, bullet 5 ? updated information for Special Education Collections

Template Description ? updated the definition

Field 11 ? added note: "This should match Field 34 (Challenge Type) of the Student and Student Snapshot templates"

2012/2013 PIMS Manual V1.0.1 Volume 1 Release Date 5/21/2013

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Pennsylvania Information Management System

Pennsylvania Department of Education

PIMS User Manual Volume 1 Change Summary

Version 1.0.1

1.0

Domain Special Education

N/A

Section

Special Education Snapshot Template

Public Education Department PIMS Team

1.0 N/A

Students to be Reported in PIMS

Change

FAQ 1 ? updated the information in this FAQ

Added link to access PIMS documents

Revised/Added to language in the following sections:? Reporting Pre-Kindergarten (Pre-K) Students? Reporting Kindergarten Students (K4)? Reporting Kindergarten Students (K5)? Reporting School-Age Early Intervention Students

1.0

Child Accounting

School Calendar Template

Added instruction to Template Description to include number of hours for kindergarten, grades 1 ? 6, and grades 7 ? 12

1.0

Child Accounting

School Calendar Template

Field 8 ? added language to Business Rules

1.0

Child Accounting

Student Calendar Fact Template

Added instruction to Additional Information section

1.0 Course

Template Description

Added information about elementary course codes

1.0 Course

Course Template Field 29 ? added information to Business Rules

1.0 Course

Course Template

Added instruction to the FAQ pertaining to reporting elementary subjects

1.0 Course

Course Template Added FAQ 2

1.0 Course 1.0 Course 1.0 Course 1.0 Discipline 1.0 District 1.0 Survey

Course Instructor Template

Course Instructor Template

Student Course Enrollment Template Incident Offender Disciplinary Action Template

District Domain

PATI LEA Technology Survey

Field 8 ? revised/deleted language in Definition and Business Rules

Field 19 ? revised language to Business Rules

Field 14 ? revised language to Business Rules

Field 4 ? changed Remedial Program Valid Value R2 from homebound instruction to home study instruction Removed PRRI and APS from the list of LEAs that are to use the District Fact template Survey Choice Values ? changed the options for values in Fields 10 through 80 (inclusive)

2012/2013 PIMS Manual V1.0.1 Volume 1 Release Date 5/21/2013

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Pennsylvania Information Management System

Pennsylvania Department of Education

PIMS User Manual Volume 1 Change Summary

Version

Domain

1.0 Survey

1.0 Survey

1.0 Survey

1.0 Survey

1.0 Survey

1.0 Survey

1.0 Staff 1.0 Staff 1.0 Staff 1.0 Staff 1.0 Staff 1.0 Staff 1.0 Staff 1.0 Staff

1.0 Staff

1.0 Staff 1.0 Staff 1.0 Staff 1.0 Staff 1.0 Student

Section PATI School Technology Survey PATI School Technology Survey

PATI School Technology Survey

PATI School Technology Survey PATI School Technology Survey PATI School Technology Survey

Staff Template

Staff Template

Staff Template

Staff Template

Staff Template

Staff Template

Staff Snapshot Template

Staff Snapshot Template

Change Survey Choice Values ? edited the options for values in Fields 20 and 30

Deleted Fields 50, 60, 100, 110, 150, 160

Question ? edited language in Fields 40,70, 90, 120, 140, 170, 200, 210, 220, 500, 520, and 840 through 920 (inclusive)

Fields 921 and 922 ? added these fields

Deleted Section 4 (Digital Tools Counts)

Field 1030 ? changed response for single LEAs containing ONLY one school from "YES" to "NO" Template Description ? changed date of Safe Schools reporting window to May 15 ? July 31 Field 2 ? revised Definition Field 41 ? added Business Rule FAQ 2 ? removed this FAQ FAQ 4 ? removed this FAQ FAQ 8 ? removed this FAQ Template Description ? changed date of Safe Schools reporting window to May 15 ? July 31

Field 2 ? revised Definition

Staff Snapshot Template

Field 41 ? added Business Rule

Staff Snapshot Template

Staff Snapshot Template

Staff Assignment Template

Staff Assignment Template

Student Template

FAQ 2 ? removed this FAQ FAQ 8 ? removed this FAQ Field 2 ? changed Definition FAQ 1 ? removed this FAQ Field 95 ? added this field, LEP/ELL ELIGIBILITY

2012/2013 PIMS Manual V1.0.1 Volume 1 Release Date 5/21/2013

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