Pennsylvania Information Management System

PennsylvaniaDepartment of EducationPennsylvaniaInformation ManagementSystemVolume 1USER MANUALRon TomalisSecretary of Education2012 – 2013V 1.0.1

Pennsylvania Departmentof EducationPennsylvania InformationManagement SystemPennsylvania Department of Education Administration333 Market StreetHarrisburg, PA 17126-0333Ron TomalisSecretary of EducationAmy MortonExecutive Deputy SecretaryMichael WalshOffice of AdministrationCarolyn DumaresqOffice of Elementary / Secondary EducationJill HansOffice of Postsecondary / Higher EducationAlice LubrechtOffice of Commonwealth LibrariesBarbara MinzenbergOffice of Child Development and Early LearningKim EbertChief Information OfficerPublic Education Department PIMS TeamPIMS Project SponsorAmy MortonPIMS Project DirectorDave ReamPIMS SupportServicesCall Toll Free – 1-800-661-2423-ORTo access the PIMS Help Desk online, please follow the following steps:1. Access the following link: https://remedyweb.pa.gov/PDEWizard.asp or copyand 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 t/community/pims pennsylvania information management system/8959/pims documents/602523 Reference documents can be access by clicking on the appropriatedocument folder(s).2012/2013 PIMS Manual V1.0.1Volume 1Release Date 5/21/2013Page i

Pennsylvania Departmentof EducationPennsylvania InformationManagement SystemTable of ContentsIntroduction . 4Purpose . 4Family Educational Rights and Privacy Act . 4PIMS User Manual Volume 1 Change Summary. 5PIMS User Manual Volume 2 Change Summary. 9Students To Be Reported in PIMS .10Staff To Be Reported in PIMS .15Race/Ethnicity: Federal Race and Ethnicity Standards.16Collecting Race/Ethnicity Data . 16Reporting Race/Ethnicity Data in PIMS . 16Recordkeeping . 17Race/Ethnicity Definitions . 17Templates .18Key Items to Note with Template Creation . 18Development Priority . 18Template Information . 18Field Information . 19Key Fields . 20Rules . 20Load Sequence/Dependencies . 20FAQs . 21Child Accounting Domain .22School Calendar Template (20 Fields, 18 Collected). 23Student Calendar Fact Template (14 Fields, 14 Collected) . 31Course and Grades Domain.41Course Template (46 Fields, 14 Collected) . 42Course Instructor Template (22 Fields, 8 Collected) . 48Student Course Enrollment Template (20 Fields, 12 Collected) . 53Discipline Domain .59Incident Template (16 Fields, 9 Collected) . 61Person Template (10 Fields, 10 Collected) . 65Incident Offender Template (15 Fields, 14 Collected). 69Incident Offender Infraction Template (7 Fields, 7 Collected) . 74Incident Offender Disciplinary Action Template (11 Fields, 8 Collected) . 77Incident Offender Parent Involvement Template (6 Fields, 6 Collected) . 81Incident Victim Template (12 Fields, 11 Collected). 84District Domain.88District Fact Template (17 Fields, 6 Collected) . 89District Snapshot Template (96 Fields, 6 Collected) . 93Enrollment Domain .99School Enrollment Template (11 Fields, 9 Collected) . 100Groups and Programs Domain .105Programs Fact Template (25 Fields, 11 Collected)* . 106Location Domain .114Location Fact Template (18 Fields, 9 Collected) . 115Survey Domain .124Survey Participant Response (8 Fields, 7 Collected) . 125PATI IU Technology Survey (14 Questions) . 128PATI IU Technology Survey Sample Data. 133PATI LEA Technology Survey (14 Questions) . 134PATI LEA Technology Survey Sample Data . 140PATI School Technology Survey (99 Questions). 141PATI School Technology Survey Sample Data . 161Staff Domain .162Staff Template (95 Fields, 34 Collected) . 163Staff Snapshot Template (95 Fields, 35 Collected) . 178Staff Assignment Template (20 Fields, 8 Collected) . 192Staff Development Fact Template (14 Fields, 5 Collected) . 2002012/2013 PIMS Manual V1.0.1Volume 1Release Date 5/21/2013Page ii

Pennsylvania InformationManagement SystemPennsylvania Departmentof EducationStudent Domain .204Student Template (202 Fields, 53 Collected) . 205Student Snapshot Template (202 Fields, 54 Collected). 233Career and Technical Education (CTE) Domain.259CTE Student Fact (27 Fields, 24 Collected) . 261CTE Student Industry Credential (9 Fields, 9 Collected) . 277Special Education Domain .284Special Education Snapshot (52 Fields, 19 Collected) . 286Extracting Data into Template Format .294Data Manager (eDM) .2962012/2013 PIMS Manual V1.0.1Volume 1Release Date 5/21/2013Page iii

Pennsylvania Departmentof EducationPennsylvania InformationManagement SystemIntroductionPurposeThe Pennsylvania Information Management System (PIMS) is a collaborative effort of thePennsylvania Department of Education (PDE) and the Local Education Agencies (LEAs) acrossthe Commonwealth. PIMS is a statewide, longitudinal data system that will efficiently andaccurately manage, analyze, disaggregate, and use individual student data for each studentserved 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 decisionsupport tools;provide longitudinal tracking of education progress over time and across LEAs, and;report timely and accurate education data through standardized and ad hoc reportingcapabilities.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 fromvarious information systems into the warehouse. By using templates, LEAs are not required topurchase new hardware or software. Modifications to information system software will benecessary to format data to meet template standards for file transmission. For additionalinformation on eScholar, please visit the eScholar website at http://www.escholar.com/.Family Educational Rights and Privacy ActStudent education records are official, confidential documents protected by the Family EducationalRights and Privacy Act (FERPA, 20 USC 1232g). FERPA defines education records as all recordsthat schools or education agencies maintain about students, and also protects both paper andcomputerized 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 releasedonly for specific and legally defined purposes.Under FERPA Sec. 99.31 and 99.35, education agencies may release personally identifiableinformation to PDE for the purposes of auditing and evaluating education programs, and forcomplying with federal and state regulations. See Volume 2 of the PIMS User Manual foradditional summary information on FERPA.2012/2013 PIMS Manual V1.0.1Volume 1Release Date 5/21/2013Page 4

Pennsylvania InformationManagement SystemPennsylvania Departmentof EducationPIMS User Manual Volume 1 Change SummaryBelow are the changes and additions that have been made for this version of the PIMS User Manual.VersionDomainSectionChange1.0.1N/AWhere applicableChanged the EdNA email address from theincorrect http://edna.ed.pa.gov to the correcthttp://www.edna.ed.state.pa.us/1.0.1Child AccountingSchool CalendarTemplateRevised the Template Description and AdditionalInformation sections1.0.1Child AccountingSchool CalendarFact TemplateRevised the Template Description and AdditionalInformation sections1.0.1Course andGradesCourse InstructorTemplate1.0.1EnrollmentSchool EnrollmentTemplate1.0.1StudentStudent Template1.0.1StudentStudent TemplateField 70 – changed from “R” (“Required”) to CR(“Conditionally Required”)1.0.1StudentStudent TemplateField 70 – updated information in the Definition,Business Rules, and Sample/Valid Value columns1.0.1StudentStudent TemplateFAQ 2, bullet 3 – updated information for SpecialEducation Collections1.0.1StudentStudent SnapshotTemplateField 34 – added note: “This should match Field 11(Primary Disability) of the Special EducationSnapshot template.”1.0.1StudentStudent SnapshotTemplateField 70 – changed from “R” (“Required”) to CR(“Conditionally Required”)1.0.1StudentStudent SnapshotTemplateField 70 – updated information in the Definition,Business Rules, and Sample/Valid Value columns1.0.1StudentStudent SnapshotTemplateFAQ 2, bullet 5 – updated information for SpecialEducation Collections1.0.1Special EducationSpecial EducationSnapshotTemplateTemplate Description – updated the definition1.0.1Special EducationSpecial EducationSnapshotTemplateField 11 – added note: “This should match Field 34(Challenge Type) of the Student and StudentSnapshot templates”2012/2013 PIMS Manual V1.0.1Volume 1Release Date 5/21/2013FAQs 1 and 2 – corrected the PPID codes to usefor subcontracted teachers and for Dual Enrollmentcourses taught by college professorsField 10 – added “K – non-resident Act 6,specifically, Philadelphia City SD” to Sample/ValidValue columnField 34 – added note: “This should match Field 11(Primary Disability) of the Special EducationSnapshot template”Page 5

Pennsylvania Departmentof EducationPennsylvania InformationManagement SystemPIMS User Manual Volume 1 Change SummaryVersionDomain1.0.1Special Education1.0N/ASectionSpecial EducationSnapshotTemplatePublic EducationDepartment PIMSTeamChangeFAQ 1 – updated the information in this FAQAdded link to access PIMS documents1.0N/AStudents to beReported in PIMSRevised/Added to language in the followingsections: Reporting Pre-Kindergarten (Pre-K)Students Reporting Kindergarten Students (K4) Reporting Kindergarten Students (K5) ReportingSchool-Age Early Intervention Students1.0Child AccountingSchool CalendarTemplateAdded instruction to Template Description toinclude number of hours for kindergarten, grades 1– 6, and grades 7 – 121.0Child AccountingSchool CalendarTemplateField 8 – added language to Business Rules1.0Child AccountingStudent CalendarFact TemplateAdded instruction to Additional Information section1.0CourseTemplateDescriptionAdded information about elementary course codes1.0CourseCourse TemplateField 29 – added information to Business Rules1.0CourseCourse TemplateAdded instruction to the FAQ pertaining to reportingelementary subjects1.0CourseCourse TemplateAdded FAQ 21.0CourseCourse InstructorTemplateField 8 – revised/deleted language in Definition andBusiness Rules1.0CourseCourse InstructorTemplateField 19 – revised language to Business Rules1.0Course1.0Discipline1.0DistrictDistrict DomainRemoved PRRI and APS from the list of LEAs thatare to use the District Fact template1.0SurveyPATI LEATechnologySurveySurvey Choice Values – changed the options forvalues in Fields 10 through 80 (inclusive)2012/2013 PIMS Manual V1.0.1Volume 1Release Date 5/21/2013Student CourseEnrollmentTemplateIncident OffenderDisciplinary ActionTemplateField 14 – revised language to Business RulesField 4 – changed Remedial Program Valid ValueR2 from homebound instruction to home studyinstructionPage 6

Pennsylvania InformationManagement SystemPennsylvania Departmentof EducationPIMS User Manual Volume 1 Change SummaryVersionDomainSectionPATI SchoolTechnologySurveyPATI SchoolTechnologySurveyPATI SchoolTechnologySurveyPATI SchoolTechnologySurveyPATI SchoolTechnologySurveyPATI SchoolTechnologySurveyChangeSurvey Choice Values – edited the options forvalues in Fields 20 and Survey1.0StaffStaff TemplateTemplate Description – changed date of SafeSchools reporting window to May 15 – July 311.0StaffStaff TemplateField 2 – revised Definition1.0StaffStaff TemplateField 41 – added Business Rule1.0StaffStaff TemplateFAQ 2 – removed this FAQ1.0StaffStaff TemplateFAQ 4 – removed this FAQ1.0StaffStaff TemplateFAQ 8 – removed this FAQ1.0StaffStaff SnapshotTemplateTemplate Description – changed date of SafeSchools reporting window to May 15 – July 311.0StaffStaff SnapshotTemplateField 2 – revised Definition1.0StaffStaff Sn

2012/2013 PIMS Manual V1.0.1 Volume 1 Page 7 Release Date 5/21/2013 PIMS User Manual Volume 1 Change Summary Version Domain Section Change 1.0 Survey PATI School Technology Survey Survey Choice Values – edited the options for values in Fields 20 and 30 1.0 Survey PATI School Technology Survey Deleted Fields 50, 60, 100, 110, 150, 160