PIMS Manual_Vol 1_V1.0 - Sayre Area School District

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Pennsylvania Information Management System Pennsylvania Department of Education Rules: 1. Date fields (field name ends in DATE) must be in the ISO format: YYYY-MM-DD 2. PROGRAMS CODE must exist in the PROGRAMS_CODE Table for matching SCHOOL YEAR DATE 3. BEGINNING DATE must not be greater than current date 4. ENDING DATE must be greater than or equal to BEGINNING DATE 5. STATE LOCATION ID identifies the servicing location (state identifier) 6. If populated, ENTRY and EXIT REASON CODE fields must exist in the REASONS_CODE Table for matching SCHOOL YEAR DATE, no duplicates allowed 7. ENTRY and EXIT REASON CODE fields may be up to 16 bytes in length when using delimited files 8. ORIGINAL PGM START DATE must not be greater than current date 9. Use PARTICIPATION INFO CODE for defined comments; PROGRAM COMMENT for free-form comments 10. The columns identified with an NCES code are recommended to follow the NCES Non-Fiscal Data Handbook V4.0 11. Code Column: K - component of primary key, U - value is updated if row exists, M - a value must be supplied, Z - value added if not previously supplied 12. Code Column: When enclosed within parentheses - e.g. (K,M) - the value is assigned by eScholar 13. Only delimited files are accepted. Load Sequence/Dependencies Load Sequence/Dependency STUDENT Version 1 Page 115 Published 7/21/2010
Pennsylvania Information Management System Pennsylvania Department of Education FAQs Please note that FAQs in this section pertain to the Programs Fact Template in the Groups and Programs Domain. 1. Do I have to submit all program participation records for a student? • Yes. If, for example, a student begins participation in a program after the 10/1/2010reporting date but ends participation in that program between the October and November reporting dates, PIMS must receive one program participation record in the November collection that shows the actual beginning and ending dates for that student in that program. • It is not sufficient to send only students actively participating as of each reporting date. 2. What if the student’s participation overlaps a reporting date? • If, for example, a student begins participation in a program before the 10/1/2010 reporting date and ends participation in that program between the October and November reporting dates, PIMS must receive two program participation records for that student: o o in the October 2010 collection, submit a record with the beginning date populated, but the ending date left blank; in the November 2010 collection, submit a second record identical to what was submitted in October, except with the ending date populated also. • If, for example, a student begins participation in a program before the 10/1/2010 reporting date and ends participation in that program between the March and August reporting dates, PIMS must still receive only two program participation records for that student: one in October with a blank ending date, and one in August with a populated ending date. 3. What if the student’s participation extends from one school year into a second school year? • Program participation records include the school year as part of the key that makes them unique. For that reason, for any instances in which a student’s participation in a program extends from one school year into the next school year, the LEA must submit new Programs Fact records for each year of the student’s participation. This means doing the following: o at the end of the first school year, submit a record in the August collection with an ending date equal to the last day of the first school year; o at the beginning of the second school year, submit a record in the October collection that has the beginning date equal to the first day of the second school year. • Repeat as necessary, if the participation extends into three or more school years. 4. Any guidance on beginning dates and ending dates? • Program participation records include the school year as part of the key that makes them unique. For that reason the beginning date and ending date for a particular program participation record must fall within the dates of the school year associated with the record. For the 2010-2011 school year, that means these dates should fall between 7/1/2010 and 6/30/2011. 5. What programs information from PIMS is used to generate the PreCode file that will be sent to DRC? • Title III • Title I (all parts) 6. Is it possible for students to enter in and out of periods of homelessness during the year? • Yes. If a student has multiple periods of homelessness in a single year, all entry and exit dates should be reported. Version 1 Page 116 Published 7/21/2010
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PIMS Manual_Vol 1_V1.0 - Sayre Area School District

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