PIMS Manual_Vol 1_V1.0 - Sayre Area School District

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Pennsylvania Information Management System Pennsylvania Department of Education FAQs, continued • Rules for record validation after records are loaded: o Required fields without a value will be listed on the validation report. o Conditionally required fields need to have a value only if they apply. o If the field is not required no value needs to be submitted. o NOTE: Make sure the delimiter (e.g., tab, comma) is submitted in the template file as a placeholder for fields with no value. 3. There are multiple first and last name fields within these templates. Which of these fields should LEAs use? • LEAs must populate the First Name Long and Last Name Long. 4. The student’s name is entered incorrectly (e.g., suffix is included in the Last Name field); how is this fixed in PASecureID? • It is imperative that incorrect entries in PASecureID are edited, not corrected through the creation of a new record. To edit an error in PASecureID, follow these steps: o from Menu on the PASecureID home page, select “Enter Individual Student;” this will bring up a screen with blank fields o o o fill in all the fields with the appropriate data, making sure to enter the existing PASecureID number in the “State ID” field; failure to populate this field will result in the creation of a new (duplicate) ID number for the student click the “Assign State ID” button if/when presented with a near match message, resolve the near match as for any other transaction. 5. Can an LEA decide to populate the Snapshot Date in the Student template so that the format of this template is consistent with the Student Snapshot template? • Yes, LEAs can populate this field. It will be ignored in the Student template. 6. How should students participating in off-site preschool programs be entered in PIMS? • Each school district and charter school should submit enrollment data for students at any of the LEA offsite programs. A generic offsite location will be created with a generic Location ID of “9999.” Students participating in off-site programs should be associated with this location. The specific class of the student should be entered in the Homeroom field (Field 13) on the Student template. 7. Who is considered a CTE (Career and Technical Education) student? • CTE students are enrolled in a PDE-approved, reimbursable, occupationally-oriented CTE program. These students complete and sign “Annual Educational and Occupational Objectives for Students Enrolled in a PDE Approved CTE Program” form (PDE-408) or a similar locally developed form, and take courses in the reporting year that are part of the approved reimbursable CTE program. • Reporting of CTE students is to be completed by the school entity (school district, charter school, or career and technical center) that holds the PDE approved reimbursable CTE program. For example, if the district holds (owns) the reimbursable CTE PDE program Version 1 Page 189 Published 7/21/2010
Pennsylvania Information Management System Pennsylvania Department of Education approval, then the district submits the student data. If the career and technical center (CTC) holds the reimbursable CTE PDE program approval, then the CTC submits the student data. 8. Do partial years count toward the Number of Years in US schools? • No, only full academic years count. For example, if a student attended kindergarten and first grade and is now in his/her first month of second grade, the LEA should report “2” for the number of years in US schools. 9. Who is considered an LEP/ELL student? • A student not born in the United States or whose native language is other than English and comes from an environment where a language other than English is dominant; or is a Native American or Alaska Native who is native resident of the outlying areas and comes from an environment where a language other than English has had a significant impact on such an individual’s level of English proficiency; or is migratory and whose language is other than English and comes from an environment where a language other than English is dominant; and • Has sufficient difficulty speaking, reading, writing, or understanding the English language and whose difficulties may deny such individual the opportunity to learn successfully in classrooms where the language of instruction is English or to participate fully in our society. 10. Who is considered an immigrant student? • A student who meets the following criteria: o is age 3 through 21; o was not born in any state; and o has not been attending one or more schools in any one or more states for more than 3 full academic years. • NOTE: Students from Puerto Rico are NOT considered immigrants. 11. How do we submit the graduate and dropout reports in PIMS? • Report graduates in each high school, comprehensive CTC, charter school with a senior high school program, and special program jointure. • Report dropouts in grades 7 through 12 in the following entities: school district, comprehensive CTC, charter school, and special program jointure. A. Prepare Template 1. The Student template is used for reporting graduates and dropouts. 2. Use the Student template for the most recently completed school year. 3. Graduates and dropouts must have valid codes for Location Code of Residence and District Code of Residence. Version 1 Page 190 Published 7/21/2010
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PIMS Manual_Vol 1_V1.0 - Sayre Area School District

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