How PIMS Data Affects AMAO Determinations

How PIMS Data Affects AMAO Reporting

Tom Corbett, Governor Ron Tomalis, Secretary of Education www.education.state.pa.us

How PIMS Data Affects AMAO

Determinations

2012 - 2013 School Year

Presenters:

Linda Long

Tami Shaffer

Division of Curriculum

Bureau of Teaching and Learning



March 8 Snapshot Templates

•

Student Template

•

Student Snapshot Template

•

School Enrollment Template

•

Programs Fact Template





Who Reports

•

School Districts

•

Charter Schools

•

Comprehensive Career & Technical Centers





Window For This Collection

• March 8 English Language Learners – ACCESS for ELLs

PIMS Collection Window:

–

February 25, 2013 – March 8, 2013

– Snapshot Date – March 8, 2013

• March 8 English Language Learners – ACCESS for ELLs

Student Accuracy Certification Statement (ACS):

– Due March 22, 2013





Purpose of March 8 PIMS Collection

• Collect the number of current Limited English

Proficient (LEP) students (K-12) enrolled at your LEA during the ACCESS for ELLs testing window (January

28 – March 8) who were administered the ACCESS for ELLs assessment.

• Collect the number of current Limited English

Proficient (LEP) students (K-12) enrolled at your LEA during the ACCESS for ELLs testing window and administered the ACCESS for ELLs assessment who are Title III served.





Who to Report

• Report all current ELL students eligible to be counted as a Limited English Proficient (LEP) student.

• Report all current ELL students eligible to be counted as a Title III served student.

• Report all current ELL students who were administered the ACCESS for ELLs assessment during the ACCESS for ELLs assessment window (January 28

– March 8).





Important PIMS Data

Elements Needed for the March 8 PIMS

Collection





Format for Data Element Slides

• PIMS template specifications.

• PIMS data fields used for accountability, federal and state reporting purposes and for data analysis.





• PIMS March 8 ELL – ACCESS for

ELLs Data Collection

• Field # 4 – STUDENT ID

• PIMS required field

PAsecureID

• PIMS validations indicate number is valid only…it does not indicate student name and PAsecureID match

HELPFUL HINTS:

• Unique ID assigned to student…Single ID follows student through grades & LEAs

(PK – Postsecondary)

• NEVER create a new ID unless student is new to PA public school system

• Ask for PAsecureID on confidential transcripts for transfer students

• Don’t assume K students do not have a PAsecureID. If a student attends a public Pre-K program the student could already have a PAsecureID.





PASecureID Home Page

From the main page, users navigate to each of the 4 key functions

1. Upload Batch File: upload data for multiple students in a Student Batch File and assign IDs

2. Enter Individual Student: input data for one student to edit, update data, or assign an ID

3. Student Search: search for individual student records

4. Extract & Download Batch: extract and download different types of batch output files (not covered in this presentation)

The main page also displays all batch submissions



10



PASecureID Home

There are 3 types of Student

Search: Simple, Advanced, and

State ID

Access “Student

Search” to determine if a PASecureID already exists



11



Search Individual Student

– “

Simple

”

“Simple Search” option using first and last names

It is not necessary to enter the complete names; a partial name entry will still yield an effective search. For example, Mickey Mouse could be searched as shown above.



12



Advanced Search

Using additional student data male


A broader range of search criteria may yield more exact results.

However, if incorrect data is recorded in PAsecureID an existing student may not be found.


13



State ID Search

Using the “State ID” option

This search allows user to search by a known

ID; useful if ID is valid and student data is wrong, or if an ID has been retired



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PAsecureID Reference Materials

• PAsecureID Documents:

http://www.education.state.pa.us/portal/server.pt/community/pasecurei d/8584/pasecureid_document_repository/526354

(From the PDE home page: www.education.state.pa.us

, choose the following links on the left navigation bar: “Programs” > “Programs O-R” >

“PAsecureID” > “PAsecureID Document Repository”

 PAsecureID Webinars

 PAsecureID Memos and Announcements

 PAsecureID How To Guides and Training Documents





English Language Learner Status

• PIMS March 8 ELL- ACCESS for ELLs

Data Collection

• Field # 41 – LEP/ELL STATUS


• PIMS Valid Values=

• 01 – Current ELL

• 03 – Former ELL, exited, and in 1 st year of monitoring

• 04 - Former ELL, exited, and in

2 nd year of monitoring

• 05 – Former ELL, exited, & no longer monitored

• 99 – Never ELL

• Used for AMAO Accountability, federal reporting, and data analysis:

• Valid Value = 01

(Current ELL)

• Used for federal reporting purposes and data analysis:


(Former ELL, exited, and in 1 st year of monitoring)


(Former ELL, exited, and in 2 nd monitoring) year of





• template)

ESL or Bilingual Education Program (Core)

Programs Fact Template

PIMS March 8 ELL- ACCESS for ELLs Data Collection

• PIMS Programs Fact

Template (cumulative

• Field 5—Program Code 031

ESL or Bilingual Education

Program

• Valid Values=

Field #5--Programs Code, PIMS

Programs Fact Template

Valid Value= Program Code 031

(ESL or Bilingual Education

Program (Core))

AND


Field #41--LEP/ELL Status

Student Snapshot Template

Valid Value=01

(Current ELL)




LEP/ELL Eligibility

• PIMS March 8 ELL-ACCESS for


• Field 95 – LEP/ELL Eligibility

• A Title III Indicator to identify which ELL students are Title III served.

• This Field is conditionally required for ELLs with a valid value of 01 in Field 41 (LEP/ELL

Status).

• Valid Values for Field 95:

• Yes – Title III Served

• No – Not Title III Served


• Used for AMAO Accountability, federal reporting, and data analysis:


Field # 41–LEP/ELL STATUS

Valid Value = 01

(Current ELL)

AND

Field #95–LEP/ELL Eligibility

Yes – Title III Served

No – Not Title III Served

AND

Field #5-Programs Code, PIMS

Program Facts Template

Valid Value = Program Code

019

(Title III (Supplemental LEP))




Student is Title III

• PIMS March 8 ELL-ACCESS for ELLs Data Collection

• PIMS Programs Fact

Template (cumulative template)

• Field 5 – Programs Code 019

Title III (Supplemental LEP)


• Used for AMAO Accountability, federal reporting and data analysis:


Field #41–LEP/ELL STATUS, Student

Snapshot Template

Valid Value = 01

(Current ELL)

AND

Field #95–LEP/ELL Eligibility

Yes – Title III Served

No – Not Title III Served

AND

Field #5-Programs Code, PIMS

Program Facts Template

Valid Value = Program Code

019

(Title III (Supplemental LEP))




Student Last Name

• PIMS March 8 ELL- ACCESS for ELLs Data Collection

• Field # 133 – LAST NAME

LONG

• Used to match a test booklet to the PIMS March

8 data reporting collection for accountability and federal reporting purposes.


• Legal last name (surname) of the student





Student First Name


Data Collection

• Used to match a test booklet to the PIMS March 8 data reporting collection for accountability and federal reporting purposes.

• Field # 134 – FIRST NAME

LONG


• Full legal first name of the student

• No nicknames or initials





Student Middle Name


• Field # 142 – MIDDLE

NAME-the full middle name of the student

• PIMS optional field

• May enter middle initial, but strongly recommend full middle name of the student.





• LEA submitting data

District Code


• Field # 1- DISTRICT CODE


• The unique 9-digit numeric

AUN assigned by PDE

• Educating district

• Represents the tested district for the student for accountability, federal reporting and data analysis.

• 9-digit numeric AUN

(Example: 123456789)

• Must be a valid LEA per

EDNA





School (Location) Code


• Represents the tested school for reporting purposes.

• Field # 2 – LOCATION CODE


• Must be a 4-Digit PDEdefined school number

• 4-digit PDE school number

• School must have association with LEA in

EDNA





Birth Date


• Used to match a test booklet to the PIMS March 8 collection for accountability and federal reporting purposes.

• Field # 14 – BIRTH DATE

• All dates must be entered in

ISO format (YYYY-MM-DD)


• Birth dates must be 8-digit numeric and is reported in a

MMDDYYYY format and:

– Must be valid month (01 – 12)

– Must be valid date (01 – 31)

– Must be valid year (Example:

1991 – 2006)





Race/Ethnicity


• Field # 27 – RACE OR

ETHNICITY CODE


• A single code identifying the race and ethnicity of a student.

• Reporting Valid Values=

1 –American Indian/ Alaskan Native

(not Hispanic)

3 – Black or African

American (not Hispanic)

4 – Hispanic (any race)

5 – White (not Hispanic)

6 – Multi-Racial/Two or more races

(not Hispanic)

9 – Asian (not Hispanic)

10 – Native Hawaiian or other Pacific Islander (not

Hispanic)





Native Language


Data Collection

• Field # 123 – HOME LANGUAGE CODE

• Used for federal reporting purposes and data analysis.

• If field #123 is blank, US English is assumed.

• The NCES code for the specific language or dialect used to communicate in the student’s home.

• This is a PIMS conditionally required field. Required if language is not US

English.

• Language codes are located in PIMS

User Manual, Volume 2, Appendix J.





Grade



• Field # 10 – CURRENT

GRADE LEVEL

• Valid Values= K5A, K5P, K5F,

001, 002, 003, 004, 005,

006, EUG, 007, 008, 009,

010, 011, 012, SUG


• Valid Values = PKA, PKP,

PKF, K4A. K4P, K4F, K5A, K5P,

K5F, 001, 002, 003, 004,

005, 006, EUG, 007, 008,

009, 010, 011, 012, SUG

• All current ELLs (K-12)

• Pre-K students should not be tested using ACCESS for

ELLs.





Date First Enrolled in a US School


Data Collection

• Field # 110 – DATE FIRST ENROLLED

IN A US SCHOOL

– PIMS conditionally required field for ELL students only

– (NOTE: For students born in the

US into non-English speaking households, enter the date first enrolled in a US school. Use best information available on prior enrollments.)

• ISO Format (YYYY-MM-DD)


• MMDDYYYY




Date First Enrolled in an ELL or Bilingual

Education Program (CORE)


Data Collection

• Field # 68 – DATE FIRST ENROLLED IN

AN ELL or BILINGUAL EDUCATION

PROGRAM (CORE)

• Indication of length of time in

LEP/ELL program

• PDE converts the date format to number of years in program.

• Conditionally required field for ELL students

• ISO Format (YYYY-MM-DD)

• Date the student was first enrolled in an ESL or Bilingual education (core) program since first enrollment in a US school. Use best information available on prior enrollments





Gender


• Field # 15 – GENDER CODE


• Valid Values = M or F


• Valid Values = M or F





Student Has an IEP ( excluding

Gifted )

• PIMS March 8 ELL- ACCESS for



• Field # 38 – SPECIAL EDUCATION

Y indicates that student has an IEP and equals a PIMS value of Y in Field

#38


N indicates that student does not have an IEP and equals a PIMS value of E or N in Field #38.

• Valid Values =

Y - Has IEP

E – Exited IEP < 2 years

N – No IEP or Exited IEP > 2 years





Student Receives Migrant

Education Program Services

• Valid Values= Y or N • Official migrant data is sourced in from MIS

2000





• PIMS March 8 ELL- ACCESS for

ELLs Reporting Collection

Snapshot

504 Plan

• Valid Values = Y or N

• Field 70 – ADA Status Indicator

• PIMS Required field

• Valid Reporting Values:

– Y = Yes

– N = No





PIMS Validation Reports

• Production o Public Folders > escholar

Framework for Cognos >

Production > LEP Reports >

ACCESS for ELLs Reporting

Collection

 Access for Ells Extract Warnings

– Students at Location 9999

 ACCESS for Ells Extract Warnings

– Duplicate Students Reported by Other LEAs

 ACCESS for ELLs Detail Validation

Report

• Verify o Public Folders > escholar

Framework for Cognos > Verify >

Validation Reports > Template

Verification

 Student Snapshot Template

Details (Excel)

 Choose March 8, 2013 Snapshot

Date

 Program Fact Template Details

 Choose March 8, 2013 Snapshot

Date





PIMS/MetriTech

Data Validation/Correction Windows

Important Dates :

MetriTech Data Validation website and PIMS March 8 ELL

-ACCESS for ELLs Reporting

Collection snapshot open for

LEAs to validate demographic information:

 Validation Window:

4/15/13 – 4/19/13

Important Dates :

MetriTech Data Validation website and PIMS March 8 ELL

-ACCESS for ELLs Reporting

Collection snapshot open for corrections( ONLY FOR LEAs

NOTIFIED BY PDE ):

 Correction Window:

5/6/13 – 5/10/13





Accuracy Certification Statements

• ACCESS for ELLs Reporting Collection

o Print Accuracy Certification Statement

 Production > LEP Reports > ACCESS for ELLs Reporting

Collection

 ACCESS for ELLs Reporting Collection Accuracy Certification

Statement (March 8 Snapshot Date)

 Due Date for ACS: March 22, 2013

 Submit signed ACS

 Via Fax: 717-787-3148 OR

 Via Mail: Tami Shaffer, Education Administration Associate,

Department of Education, Bureau of Teaching & Learning, 333

Market Street, 8 th


Floor, Harrisburg, PA 17126.




PIMS Resources

• PIMS website: o Go to www.education.state.pa.us

o Click on the “Programs” link on the left side of the website.

o In the “Programs” section, choose the “Pennsylvania

Information Management System (PIMS)” link.

• PIMS Application Support:

– Technical questions should be directed through the PIMS

Application Support at 1 (800) 661-2423.





Contact Information

•

Technical Issues

– PIMS Application Support

– 1 (800) 661-2423

•

Linda Long

– lilong@pa.gov

•

Tami Shaffer

– tshaffer@pa.gov



How PIMS Data Affects AMAO Determinations

How PIMS Data Affects AMAO

Determinations

March 8 Snapshot Templates

Student Template

Student Snapshot Template

School Enrollment Template

Programs Fact Template

Who Reports

School Districts

Charter Schools

Comprehensive Career & Technical Centers

Window For This Collection

Purpose of March 8 PIMS Collection

Who to Report

Important PIMS Data

Elements Needed for the March 8 PIMS

Collection

Format for Data Element Slides

PAsecureID

PASecureID Home Page

PASecureID Home

Search Individual Student

– “

Simple

”

Advanced Search

State ID Search

PAsecureID Reference Materials

• PAsecureID Documents:

English Language Learner Status

LEP/ELL Eligibility

Student is Title III

Student Last Name

Student First Name

Student Middle Name

District Code

School (Location) Code

Birth Date

Race/Ethnicity

Native Language

Grade

Date First Enrolled in a US School

Date First Enrolled in an ELL or Bilingual

Education Program (CORE)

Gender

Student Has an IEP ( excluding

Gifted )

Student Receives Migrant

Education Program Services

504 Plan

PIMS Validation Reports

PIMS/MetriTech

Data Validation/Correction Windows

Accuracy Certification Statements

• ACCESS for ELLs Reporting Collection

PIMS Resources

Contact Information

Technical Issues

Linda Long

Tami Shaffer

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