SCHUYLKILL COUNTY
DATA QUALITY COUNCIL
DATA HANDBOOK
2014-15
INSERT SCHOOL DISTRICT NAME
PIMS Question & Answer Webinar ScheduleRecordings of Training Webinars:
To access a Webinar:
Date / Weekday / Start Time / End Time
September 11, 2014 / Thursday / 1:30 PM / 2:30 PM
September 25, 2014 / Thursday / 1:30 PM / 2:30 PM
October 9, 2014 / Thursday / 1:30 PM / 2:30 PM
October 23, 2014 / Thursday / 1:30 PM / 2:30 PM
November 6, 2014 / Thursday / 1:30 PM / 2:30 PM
November 20, 2014 / Thursday / 1:30 PM / 2:30 PM
December 4, 2014 / Thursday / 1:30 PM / 2:30 PM
December 18, 2014 / Thursday / 1:30 PM / 2:30 PM
January 8, 2015 / Thursday / 1:30 PM / 2:30 PM
January 22, 2015 / Thursday / 1:30 PM / 2:30 PM
February 5, 2015 / Thursday / 1:30 PM / 2:30 PM
February 19, 2015 / Thursday / 1:30 PM / 2:30 PM
March 5, 2015 / Thursday / 1:30 PM / 2:30 PM
March 19, 2015 / Thursday / 1:30 PM / 2:30 PM
April 2, 2015 / Thursday / 1:30 PM / 2:30 PM
April 16, 2015 / Thursday / 1:30 PM / 2:30 PM
April 30, 2015 / Thursday / 1:30 PM / 2:30 PM
May 14, 2015 / Thursday / 1:30 PM / 2:30 PM
May 28, 2015 / Thursday / 1:30 PM / 2:30 PM
June 11, 2015 / Thursday / 1:30 PM / 2:30 PM
June 25, 2015 / Thursday / 1:30 PM / 2:30 PM
Pennsylvania Information Management System (PIMS)
PIMS Help Desk (800 661-2423)
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.
PIMS PAGE ON PDE WEBSITE
PIMS WEBINARS
PIMS HOW-TO GUIDES
PIMSUserManualVolume1ChangeSummary
Belowarethechangesandadditionsthathavebeenmadeforthe 2014-15versionofthePIMSUserManual.
Version / Domain / Section / Change1.0 / N/A / PIMSDataElementsinSchoolPerformanceProfile / RevisedelementspreviouslycollectedfromtheStaffStudentCoursetemplate(nolongerinuse)toincludethosecollectedfromthereinstatedStudentCourseEnrollmenttemplate.
1.0 / ChildAccounting / SchoolCalendarTemplate / Addednote“BEWARE:thisfieldischeckedbytheDataQualityEngine(DQE)”totheBusinessRulesinthefollowingfields:
•Field8(CALENDARPROGRAMSCODE)
•Field17(TOTALDAYSINSESSIONLOSTDUETO ACT80)
•Field21(ACT80GROUP)
1.0 / ChildAccounting / SchoolCalendarTemplate / Field20(TOTALINSTRUCTIONALMINUTESLOSTTOPLANNEDSHORTENEDDAYSANDPDE
EMERGENCYWAIVER)–addedlanguagetothefieldname,definition,andbusinessrules
1.0 / ChildAccounting / StudentCalendarFactTemplate / Addednote“BEWARE:thisfieldischeckedbytheDataQualityEngine(DQE)”totheBusinessRulesinthefollowingfields:
•Field5(DISTRICTCODEOFRESIDENCE)
•Field6(FUNDINGDISTRICTCODE)
•Field7(RESIDENCESTATUSCODE)
•Field8(DAYSENROLLED)
1.0 / ChildAccounting / StudentCalendarFactTemplate / Field15(SPECIALEDUCATIONINDICATOR)–
addedthisfield
1.0 / ChildAccounting / StudentCalendarFactTemplate / AddedanotetoFAQ2
1.0 / Course / CourseTemplate / Field28nowhasastatusofNotCollected(previouslywasCOURSEDELIVERYMODELCODE)
1.0 / Course / StaffStudentSubtestTemplate / Addedthistemplate
1.0 / District / SampleLEP
SubmissionfortheDistrictFactTemplateforLEP / Createdseparatetemplate,SampleLEPSubmissionfortheDistrictFactTemplateforLEPNonpublicStudentCount,fortheOctober1collection
Version / Domain / Section / Change
1.0 / Enrollment / SchoolEnrollmentTemplate / Field8(ENROLLMENTDESCRIPTION)–addedthisfield
1.0 / Enrollment / SchoolEnrollmentTemplate / Addedinstructionson whennottosendschoolenrollmentinformation
1.0 / Survey / SurveyParticipantResponse / TheSchoolSurveyischangedfrom38questionsto39questions
1.0 / Survey / PATISchoolTechnologySurvey / AddedQuestion926
1.0 / Staff / StaffTemplate / Inthetemplatedescription,changedtheSafeSchoolsreportingdatetoCollectionWindow6
1.0 / Staff / StaffSnapshotTemplate / Inthetemplatedescription,changedtheSafeSchoolsreportingdatetoCollectionWindow6
1.0 / Student / StudentTemplate / Field65(GRADUATIONSTATUSCODE)–addeda
newcode:
•S–ONLYforstudentsreportedasexitingspecialeducationiftheywerereportedasgraduatesintheprevious year’sStudenttemplate
1.0 / Student / StudentTemplate / Field125(YEARSINUSSCHOOLS)–addedthefollowinglanguagetotheBusinessRules:“Calculationofnumberofmonthsisfrom dateofenrollmenttoOctober1ofthecurrentschool year.”
1.0 / Student / StudentTemplate / Field165(LOCATIONCODEOFRESIDENCE)–
addedthefollowinglanguagetotheBusinessRules:Ifthedistrictofresidencedoesnothaveaschoolwiththeappropriategradelevelforthestudent(a12thgradestudentwhosedistrictofresidencedoesnothaveahighschool),use0000.
1.0 / Student / StudentTemplate / Field167(SPECIALEDUCATIONREFERRAL)–
addedthisfield
1.0 / Student / StudentTemplate / Field190(CTEINDICATOR)–addedthisfield
1.0 / Student / StudentTemplate / Field202nowhasastatusofNotCollected
1.0 / Student / StudentTemplate / Field212(ASSESSMENTPARTICIPATIONCODE)–
addedthisfield
1.0 / Student / StudentTemplate / Field214(ASSESSMENTPARTICIPATIONCODE2
((KeystoneWinterAssessment))–addedthisfield
Version / Domain / Section / Change
1.0 / Student / StudentTemplate / Field215(ASSESSMENTPARTICIPATIONCODE2
((KeystoneSpringAssessment))–addedthisfield
1.0 / Student / StudentTemplate / Field216(ASSESSMENTPARTICIPATIONCODE2
((KeystoneSummerAssessment))–addedthisfield
1.0 / Student / StudentTemplate / Field217(DISTRICTCODEOFENROLLMENT)–
addedthisfield
1.0 / Student / StudentTemplate / AddedRule15:Field167(SPECIALEDUCATION
REFERRAL)canonlybevaluedifthestudentisidentifiedas“Y”or“E”inField38(SPECIALEDUCATION)
1.0 / Student / StudentTemplate / AddedRule16:Field190(CTEINDICATOR)shouldonlybevaluedbyvalidCTEsthatareprovidingallCOREacademicstothestudent
1.0 / Student / StudentTemplate / FAQ1–revisedthelanguagetoreadasfollows:Inallcasesofenteringastudent’sname,whetherhyphenatedornot,thelegalnames(firstandlast)aretobeused.Ifastudent’snamechanges,legaldocumentationshouldberequestedforverification.
1.0 / Student / StudentSnapshotTemplate / Field65(GRADUATIONSTATUSCODE)–addeda
newcode:
•S–ONLYforstudentsreportedasexitingspecialeducationiftheywerereportedasgraduatesintheprevious year’sStudenttemplate
1.0 / Student / StudentSnapshotTemplate / Field125(YEARSINUSSCHOOLS)–addedthefollowinglanguagetotheBusinessRules:Calculationofnumberofmonthsisfrom dateofenrollmenttoOctober1ofthecurrentschool year
1.0 / Student / StudentSnapshotTemplate / Field165(LOCATIONCODEOFRESIDENCE)–
addedthefollowinglanguagetotheBusinessRules:Ifthedistrictofresidencedoesnothaveaschoolwiththeappropriategradelevelforthestudent(a12thgradestudentwhosedistrictofresidencedoesnothaveahighschool),use0000.
1.0 / Student / StudentSnapshotTemplate / Field167(SPECIALEDUCATIONREFERRAL)–
addedthisfield
1.0 / Student / StudentSnapshotTemplate / Field190(CTEINDICATOR)–addedthisfield
1.0 / Student / StudentSnapshotTemplate / Field202nowhasastatusofNotCollected
Version / Domain / Section / Change
1.0 / Student / StudentSnapshotTemplate / Field212(ASSESSMENTPARTICIPATIONCODE)–
addedthisfield
1.0 / Student / StudentSnapshotTemplate / Field214(ASSESSMENTPARTICIPATIONCODE2
((KeystoneWinterAssessment))–addedthisfield
1.0 / Student / StudentSnapshotTemplate / Field215(ASSESSMENTPARTICIPATIONCODE2
((KeystoneSpringAssessment))–addedthisfield
1.0 / Student / StudentSnapshotTemplate / Field216(ASSESSMENTPARTICIPATIONCODE2
((KeystoneSummerAssessment))–addedthisfield
1.0 / Student / StudentSnapshotTemplate / Field217(DISTRICTCODEOFENROLLMENT)–
addedthisfield
1.0 / Student / StudentSnapshotTemplate / AddedRule15:Field167(SPECIALEDUCATION
REFERRAL)canonlybevaluedifthestudentisidentifiedas“Y”or“E”inField38(SPECIALEDUCATION)
1.0 / Student / StudentSnapshotTemplate / AddedRule16:Field190(CTEINDICATOR)shouldonlybevaluedbyvalidCTEsthatareprovidingallCOREacademicstothestudent
1.0 / Student / StudentSnapshotTemplate / FAQ1–revisedthelanguagetoreadasfollows:Inallcasesofenteringastudent’sname,whetherhyphenatedornot,thelegalnames(firstandlast)aretobeused.Ifastudent’snamechanges,legaldocumentationshouldberequestedforverification.
1.0 / SpecialEducation / SpecialEducationSnapshotTemplate / Field2(LOCATIONCODE)–addedthefollowinglanguagetotheBusinessRules:Ifthedistrictofresidencedoesnothaveaschoolwiththeappropriategradelevelforthestudent(a12thgradestudentwhosedistrictofresidencedoesnothaveahighschool),use0000.
1.0 / SpecialEducation / SpecialEducationSnapshotTemplate / Field15(AMOUNTOFSPECIALEDUCATION
SERVICES)–ValidValue05ischangedfrom“Gifted”to“Reserved”
1.0 / SpecialEducation / SpecialEducationSnapshotTemplate / Field16(SERVICEPROVIDERLOCATION)isnow
collectedinField71.
Field71isnownamedLOCATIONOFSPECIALEDUCATIONSERVICES
Field46(SERVICEPROVIDER)isnowcollectedinField70.
Version / Domain / Section / Change
1.0 / SpecialEducation / SpecialEducationSnapshotTemplate / ThefollowingfieldsnowhaveastatusofNotCollected:
•Field23(PLANNEDPARTICIPATIONINPASA)
•Field39(RESIDENCY)
•Field41(NEIGHBORHOODSCHOOL)
1.0 / SpecialEducation / SpecialEducationSnapshotTemplate / Field71(LOCATIONOFSPECIALEDUCATION
SERVICES)–theuseofbuildingcodes0000and9999hasbeendiscontinued;thecodefortheactualnameofthebuildingistobeused(foundontheEdNAwebsite)
1.0 / SpecialEducation / SpecialEducationSnapshotTemplate / RevisedthelanguageinFAQs1–5
1.0 / SpecialEducation / SpecialEducationSnapshotTemplate / RemovedRule:SERVICEPROVIDERmayoptionallybevalidatedagainsttheLocationTable.
1.0 / SpecialEducation / SpecialEducation/Act16 / Addedthistemplate
PIMSUserManualVolume2ChangeSummary
Version / Section / Change1.0 / AppendixA / Revisedlanguageintheintroductoryparagraphs
1.0 / AppendixE / Revisedthisappendix;thenumberofcodeshasbeenreducedtoten(10)
1.0 / AppendixH / DisabilityCode2124hasbeenrenamedIntellectualdisability(previouslywascalledMentalretardation)
1.0 / AppendixQ / •Addednewcertifications
•Deletedsomecertifications
•Renamedsomecertifications
•Gavenewcodenumbertoonecertification
1.0 / AppendixT / Deletedthisappendix(formerlywas“Residency”)
1.0 / AppendixU / Changednameofappendixfrom“LRECategory/LocationofIntervention”to“EducationalEnvironment”
1.0 / AppendixAF / UnderCategory3Assessments whereCategory2isENTRY,addedfourcodes
1.0 / AppendixAH / RemovedLEA-levelJobDescriptioncodes
1.0 / AppendixAJ / Addedthisappendix(CategoriestouseintheStudentFactTemplateforSpecialEducationAct16Funds)
1.0 / AppendixAK / Addedthisappendix(SubtestIdentifier)
OCTOBER 1 COLLECTION DUE 10/31/14 11:59 P.M. / Templates / Enters Data in Source System - 10/1 - 10/17 / Who is responsible? / Where is information located? / Extracts Data from Source / Validates Data in Sandbox 10/20 - 10/31 / Corrects Source Data / Uploads Data to PIMS / ACS Submitted
Prior Year Collection
SES/School Choice (Prior Year Data) / District Fact
Location Fact
Title I Staff & Student Participation (Prior Year Data) / District Fact
School Year Graduates continued (2013-14) / Student*
School Year Dropouts continued (2013-14) / Student*
Cohort Graduation Rate (2013-14) / Student*
OCTOBER 1 COLLECTION DUE 10/31/14 11:59 P.M. / Templates / Enters Data in Source System - 10/1 - 10/17 / Who is responsible? / Where is information located? / Extracts Data from Source / Validates Data in Sandbox 10/20 - 10/31 / Corrects Source Data / Uploads Data to PIMS / ACS Submitted
Interscholastic Athletic Opportunities (2013-14) / Location Fact
LEP Professional Survey (2013-14) / District Fact
Special Education Act 16 -- Services cost per student / Student Fact
Student
OCTOBER 1 COLLECTION DUE 10/31/14 11:59 P.M. / Templates / Enters Data in Source System - 10/1 - 10/17 / Who is responsible? / Where is information located? / Extracts Data from Source / Validates Data in Sandbox 10/20 - 10/31 / Corrects Source Data / Uploads Data to PIMS / ACS Submitted
14-15 Year Collection
Student (October 1) / Student*
Student Snapshot (10/1/14)
School Enrollment
Programs / Programs Fact
Child Accounting / District Snapshot
Professional Personnel / Staff
Staff Snapshot (10/1/14)
Staff Assignment
DECEMBER 1 COLLECTION DUE 1/31/15 11:59 P.M. / Templates / Enters Data in Source System - 12/1 - 12/14 / Who is responsible? / Where is information located? / Extracts Data from Source / Validates Data in Sandbox 12/15 - 1/3 / Corrects Source Data / Uploads Data to PIMS / ACS Submitted
Special Education 12/1 Count / Special Education Snapshot
Student*
School Enrollment
PATI / Survey Participant Response
MARCH 1 COLLECTION DUE 4/11/15 11:59 P.M. / Templates / Enters Data in Source System - 3/1 - 3/14 / Who is responsible? / Where is information located? / Extracts Data from Source / Validates Data in Sandbox 3/13 - 3/28 / Corrects Source Data / Uploads Data to PIMS / ACS Submitted
DATA SET
Student (March 1) / Student*
Student Snapshot (March 1)
School Enrollment
Child Accounting SD & IU Preliminary JIF Counts / Student Calendar Fact
School Calendar
JUNE 15 COLLECTION DUE 8/14/15 11:59 P.M. / Templates / Enters Data in Source System - 6/15 - 7/21 / Who is responsible? / Where is information located? / Extracts Data from Source / Validates Data in Sandbox 7/22 - 7/31 / Corrects Source Data / Uploads Data to PIMS / ACS Submitted
DATA SET
Special Education Exit (Only those Special Ed Students who exited) / Special Education Snapshot
Student*
School Enrollment
English Language Learners (End of Year Count/SES Provider) / District Fact
School Year Graduates continued (2014-15) / Student*
JUNE 15 COLLECTION DUE 8/14/15 11:59 P.M. / Templates / Enters Data in Source System - 6/15 - 7/21 / Who is responsible? / Where is information located? / Extracts Data from Source / Validates Data in Sandbox 7/22 - 7/31 / Corrects Source Data / Uploads Data to PIMS / ACS Submitted
School Year Dropouts continued (2014-15) / Student*
Cohort Graduation Rate (2014-15)…4, 5 & 6 years / Student*
Student (Year End) / Student*
Student Snapshot (Year End)
School Enrollment
Programs / Programs Fact
JULY 15 COLLECTION DUE 9/29/15 11:59 P.M. / Templates / Enters Data in Source System - 7/15 - 8/31 / Who is responsible? / Where is information located? / Extracts Data from Source / Validates Data in Sandbox 9/1 - 9/14 / Corrects Source Data / Uploads Data to PIMS / ACS Submitted
DATA SET
Student / Student*
School Enrollment
Child Accounting / Student Calendar Fact
School Calendar
Career & Technical Education / CTE Student Fact
CTE Industry Credential
Student Snapshot CTE Students Only (6/30) - A year long compiled snapshot.
COLLECTIONS OPEN YEAR LONG / Templates / Enters Data in Source System / Who is responsible? / Where is information located? / Extracts Data from Source / NOTES
DATA SET
Student Updates & Internal Snapshot / Student*
School Enrollment
Programs / Programs Fact
Student*
Course (HQT - Closes 6/30/2015 and CDT -Open All Year) / Course
Course Instructor
Student Course Enrollment
PVAAS / Staff Student Subtest
COLLECTIONS OPEN YEAR LONG / Templates / Enters Data in Source System / Who is responsible? / Where is information located? / Extracts Data from Source / NOTES FOR INTERNAL SNAPSHOTS
Staff / Staff
Safe Schools
Safe Schools Continued / District Fact
Incident
Incident Offender
Incident Offender Disciplinary Action
Incident Offender Infraction
Incident Offender Parent Involvement
Templates / Enters Data in Source System / Who is responsible? / Where is information located? / Extracts Data from Source / NOTES FOR INTERNAL SNAPSHOTS
Incident Victim
Person
Location Fact
Staff (School Security Personnel Only)
Staff Snapshot 6/15/2015 (School Security Personnel Only)
Staff Assignment (9998 Only)
Staff Development Fact
INTERNAL SNAPSHOTS / PIMS generated Snapshot / Required/Updates / LEA updates completed by / Where is information located? / Extracts Data from Source / Validates Data in Sandbox / Corrects Source Data / Uploads Data to PIMS / Completion Date
DATA SET
Pre-codes Winter Keystone / Internal Snapshot (Student, School Enrollment) / Required / 9/29/2014
Pre-Codes PSSA / Internal Snapshot (Student, School Enrollment) / Required / 11/13/2014
Updates for Winter Keystone ** / Internal Snapshot (Student, School Enrollment) / Required if school has students taking Keystones
Access for ELL Precode / Internal Snapshot (Student, School Enrollment) / Required / 12/1/2014
Special Education / Internal Snapshot (All Students on Jan 31) / 1/31/2015
INTERNAL SNAPSHOTS / PIMS generated Snapshot / Required/Updates / LEA updates completed by / Where is information located? / Extracts Data from Source / Validates Data in Sandbox / Corrects Source Data / Uploads Data to PIMS / Completion Date
Precode for Spring Keystone / Internal Snapshot (Student, School Enrollment) / Required if school has students taking Keystones / 3/2/2015
PSSA Student Demographic Refresh / Internal Snapshot (Student, School Enrollment) / Required for schools any of the grades 3 - 8 / 4/17/2015
PSSA Student Demographic Refresh / Internal Snapshot (Student, School Enrollment) / Required for schools any of the grades 3 - 8 / 4/24/2015
PSSA Student Demographic Refresh / Internal Snapshot (Student, School Enrollment) / Required for schools any of the grades 3 - 8 / 5/1/2015
PSSA Student Demographic Refresh / Internal Snapshot (Student, School Enrollment) / Required for schools any of the grades 3 - 8 / 5/8/2015
Precode for Summer Keystone Exams / Internal Snapshot (Student, School Enrollment) / Required if school has students taking Keystones / 5/11/2015
INTERNAL SNAPSHOTS / PIMS generated Snapshot / Required/Updates / LEA updates completed by / Where is information located? / Extracts Data from Source / Validates Data in Sandbox / Corrects Source Data / Uploads Data to PIMS / Completion Date
ELL Accountability / Internal Snapshot (Student, School Enrollment) / Required / 5/14/2015
Winter & Spring Keystone Exam Update (Accountability Reporting) / Internal Snapshot (Student, School Enrollment) / Required if school has students taking Keystones / 5/26/2015
Special Education / Internal Snapshot (All Students on Jun 15) / 8/14/2015
ELL Year end / Internal Snapshot to collect year end student data / 8/21/2015