PIMS Manual_Vol 1_V1.0 - Sayre Area School District

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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 particular individual and subgroup 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, to integrate summary and detailed student and staff information. eScholar uses a standard set of templates that provides a consistent format for loading data from various student information systems into the warehouse. By using templates, LEAs are not required to purchase new hardware or software. Modifications to student information system software will be necessary to format data to meet template standards for file transmission. For additional information on eScholar, please visit their website at http://www.escholar.com/ 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 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 the 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. Version 1.0 Published 7/21/2010 Page 3
Pennsylvania Information Management System Pennsylvania Department of Education PIMS User Manual 1 Change Summary Below are the changes and additions that have been made for this version of the PIMS User Manual. NOTE – CTE Adult Affidavit Program: Further changes needed specifically for the upcoming integration of the Career and Technical Education (CTE) Adult Affidavit program enrollment collection for school year 2010-2011 will be released in revised PIMS User Manual Volumes 1 and 2 in the upcoming months. These changes will likely be limited to the introduction of a few new data elements and code selections within the CTE Domain along with added code selections within a limited number of existing Student Domain fields. The submission of 2010-2011 (CTE) Adult Affidavit program enrollments within PIMS will be required for LEAs that have registered 2010-2011 CTE Adult Affidavit programs within PDE’s CATS Program Approval application. NOTE – Race/Ethnicity: New federal race and ethnicity standards for 2010-2011 The U.S. Department of Education (ED) revised the way state education agencies (SEA), local education agencies (LEA) and charter schools are expected to maintain, collect and report data on race and ethnicity. Beginning in the fall of 2010, SEAs, LEAs and charter schools are required to report aggregated data to the U.S. Department of Education using new standards for the 2010-2011 school year. (Do not implement these new race/ethnicity standards for data collected in the fall of 2010 for the 2009-2010 school year.) The new standards mandate a two-question format categorizing the race and ethnicity of students and educators. Refer to the chart on the following page for further instructions. In order to implement the required change with minimal burden, LEA requirements for collecting and maintaining race/ethnicity differ from those for reporting these data in PIMS. Collecting Race/Ethnicity Data A two-part question is mandatory, with the ethnicity part asked first and the race part asked second. Part 1: Ethnicity (choose one): • Hispanic/Latino • Not Hispanic/Latino Part 2: Race (choose one or more, regardless of ethnicity): • American Indian or Alaskan Native • Asian • Black or African American • Native Hawaiian or Other Pacific Islander • White Version 1.0 Published 7/21/2010 Page 4
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PIMS Manual_Vol 1_V1.0 - Sayre Area School District

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