Student Setup

Contents

Introduction

The following data elements are required for student setup.

  1. On the Start Page, click School and choose the appropriate school. The School Start page appears
  2. Select the first letter of the student's last name.
  3. Select a student from the list. The last accessed student information page opens for the student selected.

Data Element

Additional Information

[Table]Field Name

Length

Used in these Reports

Defining General Demographics

Demographics

Name (last, first MI)

Enter the student’s name.

[Students]LastFirst

[Students]Last_Name

[Students]First_Name

[Students]Middle_Name

[Students]Legal Name

35

20

15

20

10

Student Template/ Snapshot

Student Validation

Person Template

Location Fact Detail

PA State Audit Report

PIMS Discipline Domain

PA Secure ID

Homeless Initiative

Mailing Address

Enter the student’s mailing address.

[Students]Mailing_Street

[Students]Mailing_City

[Students]Mailing_State

[Students]Mailing_Zip

30

25

2

10

Student Template/ Snapshot

Student Validation Report

DOB

Enter the student’s date of birth.

[Students]DOB

10

Student Template/ Snapshot

Student Validation

Incident Offender

Incident Victim

PIMS Discipline Domain

PA Secure ID

Homeless Initiative

Ethnicity: Is the student Hispanic or Latino?

Click Yes if the student’s ethnicity is Hispanic or Latino. Click No if the student’s ethnicity is not Hispanic or Latino.

Note: This field is required for state reporting.

[Students]FedEthnicity

1

PA_Secure_ID

Student Template / Snapshot

Student Validation

Person Template

Location Fact Detail

State Audit Report

PIMS Discipline Domain

Race: What is the student’s race?

Select the checkbox next to each race that applies to this student.

Note: This field is required for state reporting.

[StudentRace]RaceCd

20

Student Validation

Person Template

Location Fact Detail

PA State Audit Report

PA_Secure_ID

Scheduling/Reporting Ethnicity

This field was previously used for state reporting but is now used for scheduling and non-state reporting purposes.

Note: This field is not used for state reporting from 2021. For state reporting complete the Ethnicity and Race questions.

[Students]Ethnicity

1

Student Template/ Snapshot

PA State Audit Report

PA Secure ID

Person Template

Gender

Choose male or female .

Note: Female is stored as F and Male is stored as M.

[Students]Gender

1

Student Template/ Snapshot

Student Validation

Person Template

Location Fact Detail

PA State Audit Report

PIMS Discipline Domain

PA Secure ID

Homeless Initiative

SSN

Enter the student’s social security number.

[Students]SSN

9

Student Template/ Snapshot

PA Secure ID

Student Number

Enter the student’s locally assigned identifier.

[Students]Student_Number

25

Student Template/ Snapshot

Student Validation

Person Template

Location Fact Detail

Homeless Initiative

Legal Name Suffix

Enter the suffix, if any, used to denote a student’s generation (e.g., Jr., Sr., III).

[S_PA_STU_X]Legal_Name_Suffix

10

Student Template/ Snapshot

Defining SHARRS Information

To enter SHARRS Information:

  1. On the student's record, click Health.
  2. Click the Office Visits tab and add and submit an Office Visit record.
  3. Click the SHARRS Info tab. The SHARRS Details page appears.
  4. Under Office Visits > Edit SHARRS, click Edit. The SHARRS Info page appears.
  5. Click the applicable tab.

Entering Health Services Information

Office Visits > Edit SHARRS > Health Services tab

Office Visit due to Chronic Illness?Select Yes or No to indicate whether the office visit is for a chronic illness.[S_PA_HOV_SharrsReport_S]AcuteChronicIllness_Flag1SHARRS Report
Select Chronic Illness

If applicable, choose the student's chronic illness.

Note: This field can only be edited if the previous question is set to Yes.

[S_PA_HOV_SharrsReport_S]Chronic_Illness3SHARRS Report
Office Visit due to acute Illness?Select Yes or No to indicate whether the office visit is for an acute illness.[S_PA_HOV_SharrsReport_S]Acute_Illness_YN1SHARRS Report
Student required skilled nursing proceduresSelect Yes or No to indicate if the student required skilled nursing procedures.[S_PA_HOV_SharrsReport_S]Required_SkilledNursing1SHARRS Report
Student has a plan of care (IHP, ECP, 504, IEP w/ a medical component?)Select Yes or No to indicate if the student has a plan for medical care.[S_PA_HOV_SharrsReport_S]Has_PlanOfCare1SHARRS Report
Student sent from school for Health Reasons?Select Yes or No to indicate if the student was sent to the office from school for health reasons.[S_PA_HOV_SharrsReport_S]Sent_HealthReasons1SHARRS Report
Emergency Medical Services Response (EMS) contacted?Select Yes or No to indicate if Emergency Medical Services were contacted for the student.[S_PA_HOV_SharrsReport_S]EMS_Contacted1SHARRS Report
Use of Automated External Defibrillator required?Select Yes or No to indicate if the use of an automated external defibrillator was required.[S_PA_HOV_SharrsReport_S]Required_AED1SHARRS Report

Adding Medication Administration Records

Office Visits > Edit SHARRS > Medication Administration tab

Analgesic

Dose(s) by Individual Order (Primary Care Provider): Enter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.
Dose by Standing Order (School Physician): Enter the dose between 0.5 and 10 up to two decimals as prescribed by the school's physician.

[S_PA_HOV_SharrsReport_S]Analgesic_IO

[S_PA_HOV_SharrsReport_S]Analgesic_SO

4

4

SHARRS Report
Antibiotic

Dose(s) by Individual Order (Primary Care Provider): Enter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.

Dose by Standing Order (School Physician): Enter the dose, between 0.5 and 10, up to two decimals as prescribed by the school's physician.

[S_PA_HOV_SharrsReport_S]Antibiotic_IO

[S_PA_HOV_SharrsReport_S]Antibiotic_SO

4

4

SHARRS Report
Anticonvulsant: DiastatEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.[S_PA_HOV_SharrsReport_S]Diastat_IO4SHARRS Report
Anticonvulsant: VersedEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.[S_PA_HOV_SharrsReport_S]Versed_IO4SHARRS Report
Anticonvulsant: OtherEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.[S_PA_HOV_SharrsReport_S]Anticonvulsant_Other_IO4SHARRS Report
Anthistamine/Decongestant: epinephrine (include auto auto-injector)

Dose(s) by Individual Order (Primary Care Provider): Enter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.

Dose by Standing Order (School Physician): Enter the dose, between 0.5 and 10, up to two decimals as prescribed by the school's physician.

[S_PA_HOV_SharrsReport_S]Epinephrine_IO

[S_PA_HOV_SharrsReport_S]Epinephrine_SO

4

4

SHARRS Report
AntiinflammatoryEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.

[S_PA_HOV_SharrsReport_S]AntiInflammatory_IO

[S_PA_HOV_SharrsReport_S]AntiInflammatory_SO

4

4

SHARRS Report
Asthma (inhaler, nebulizer, or, IV)

Dose(s) by Individual Order (Primary Care Provider): Enter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.

Dose by Standing Order (School Physician): Enter the dose, between 0.5 and 10, up to two decimals as prescribed by the school's physician.

[S_PA_HOV_SharrsReport_S]Asthma_IO

[S_PA_HOV_SharrsReport_S]Asthma_SO

4

4

SHARRS Report
Diabetes: OralEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.[S_PA_HOV_SharrsReport_S]Diabetes_Oral_IO4SHARRS Report
Diabetes: InsulinEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.[S_PA_HOV_SharrsReport_S]Diabetes_Insulin_IO4SHARRS Report
Diabetes: GlucagonEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.[S_PA_HOV_SharrsReport_S]Diabetes_Glucagon_IO4SHARRS Report
Diabetes: OtherEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.[S_PA_HOV_SharrsReport_S]Diabetes_Other_IO4SHARRS Report
Gastrointestinal: EnzymesEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.[S_PA_HOV_SharrsReport_S]GastroEnzymes_IO4SHARRS Report
Gastrointestinal: Other

Dose(s) by Individual Order (Primary Care Provider): Enter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.

Dose by Standing Order (School Physician): Enter the dose, between 0.5 and 10, up to two decimals as prescribed by the school's physician.
[S_PA_HOV_SharrsReport_S]GastroOther_IO4SHARRS Report
Naloxone/Narcan

Dose(s) by Individual Order (Primary Care Provider): Enter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.

Dose by Standing Order (School Physician): Enter the dose, between 0.5 and 10, up to two decimals as prescribed by the school's physician.

[S_PA_HOV_SharrsReport_S]Naloxone_Narcan_IO

[S_PA_HOV_SharrsReport_S]Naloxone_Narcan_SO

4

4

SHARRS Report
Other

Dose(s) by Individual Order (Primary Care Provider): Enter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.

Dose by Standing Order (School Physician): Enter the dose, between 0.5 and 10, up to two decimals as prescribed by the school's physician.
[S_PA_HOV_SharrsReport_S]Psychotropics_Other_IO4SHARRS Report
Psychotropics: ADD/ADHDEnter the dose, between 0.5 and 10, up to two decimals, as prescribed by the student's primary care provider.[S_PA_HOV_SharrsReport_S]PsychotropicsAD_IO4SHARRS Report

Adding Serious School Injury Records

Office Visits > Edit SHARRS > Edit > Serious School Injury tab

Under School Jurisdiction?Choose  Yes (Y) or No (N) .[S_PA_HOV_SharrsReport_S]School_Jurisdiction1SHARRS Report
Serious School Injury Qualifier

Choose the serious school injury qualifier .

Valid values:

  • Emergency Medical Services Response (EMS)
  • Immediate care by a physician or dentist (IC)
  • Loss of one-half or more days of school (ATT)
[S_PA_HOV_SharrsReport_S]Serious_Injury_Qualifier3SHARRS Report
Nature of Injury

Choose the type of serious injury .

Note: If there are multiple injuries, select the primary injury.

[S_PA_HOV_SharrsReport_S]Nature_Injury2SHARRS Report
Time Period

Choose a time period to indicate when the serious injury occurred.

[S_PA_HOV_SharrsReport_S]Time_Period2SHARRS Report
Location

Choose the location where the injury occurred .

[S_PA_HOV_SharrsReport_S]Location2SHARRS Report

Modifying Information

Modify Information

Home Room

Enter the student’s homeroom number for the given school year.

This field is useful for reporting purposes in the elementary school grade levels.

Note: Optional for 2018-2019 submission.

[Students]Home_Room

20

Student Template/ Snapshot

Student Validation

District Entry Date

Enter the student’s district entry date.

For students who have been enrolled in your district since they started school, enter the original (i.e., first) date the student enrolled in the district (this may be the same as the school entry date).

For students who withdrew and then returned to the district/school, enter the date they re-enrolled in the school.

LEAs with registered Adult Affidavit Programs (AAP) may enter July 1 of the reporting year (YYYY- 07-01) for AAP grade level students.

[Students]DistrictEntryDate

6-10

Student Template/ Snapshot

Student Validation

School Entry Date

Enter the student’s school entry date.

For students who enrolled in your school prior to the current year, enter the original date. For example, if this is a fifth grade student who started attending the school in the first grade, enter the date that they enrolled in the school for the first grade.

For students who withdrew from the school and then returned, enter the date of their reenrollment.

LEAs with registered Adult Affidavit Programs (AAP) may enter July 1 of the reporting year (YYYY- 07-01) for AAP grade level students.

[Students]SchoolEntryDate

6-10

Student Template/

Snapshot

Student Validation

Updating Other Information

Other Information

Primary Language Code

Enter the code for the language or dialect used to communicate in the student's home.

Note: LEAs with registered Adult Affidavit Programs (AAP) may leave this field blank for all AAP grade-level students.

For a complete list of valid values, see the Appendix in Volume 2 of the PIMS User Manual

[Students]PrimaryLanguage

16

Student Template/ Snapshot

Updating PA State/Province Information

Entering PA State Information

State/Province – PA > PA State tab

Note: The link at the bottom of the page, Edit Current Enrollment Data Fields, links to a different page that can be accessed via Start Page > Student > Transfer Info > Edit Current Enrollment.

Exclude this student from State Reporting

Select the checkbox to exclude the student from state reporting.

[Students]State_ExcludeFromReporting

[S_PA_REN_X]State_ExcludeFromReporting

N/A

CTE Student Fact

CTE Student Industry Credential

Program Fact

Special Education

Student Calendar

Student Course Enrollment

Student Template/ Snapshot

PIMS Discipline Templates

PA State Auditor Report

Homeless Initiative

Homebound Instructional Minutes

Enter the total homebound instructional minutes for each enrollment record.

Note: Homebound Instructional Minutes are no longer collected in the Student Calendar Fact Template for 2017-2018 state reporting.

[S_PA_STU_X]Homebound_IntsN/AStudent Calendar
Career Standards Benchmarks IndicatorChoose Yes (Y) or No (N) to indicate whether the student meets career standards benchmarks.[S_PA_STU_X]Benchmarks_Indicator3Student Fact Benchmarks

Expected Post Grade/Dropout Activity

Choose the student’s post-graduation or post-dropout plan from the menu.

[S_PA_STU_X]Post_Secondary_Plans_Code

3

Student Template/ Snapshot

Student Validation Report

Post Secondary Plans (Required for Homeless Initiative Report)

Choose the student’s post-secondary plan if they are graduating.

[S_PA_STU_Homeless_X] Homeless_Post_Secondary_Plans

3

Homeless Initiative

Graduation Status Code

Select the student's graduation status .

[S_PA_STU_X]Graduation_Status_Code

4

Student Template/ Snapshot

Student Validation

School Enrollment Template

Post Dropout Activity (NCLB Report)

Choose an activity from the menu if the student dropped out of school.

[S_PA_STU_X]Post_Dropout_Activity_Code

N/A

N/A

Dropout Reason

Choose a reason from the menu if the student dropped out of school.

[S_PA_STU_X]Dropout_Reason_Code

N/A

N/A

Program

Choose a program from the menu if the student dropped out of school.

[S_PA_STU_X]Enrollment_Program_Code

N/A

N/A

Defining SecureID

State/Province – PA > PA SecureID

Resident District Code

Choose the student’s resident district code from the menu.

LEAs with registered Adult Affidavit Programs (AAP) may code all grade-level students as 999999999.

[Students]DistrictOfResidence

N/A

Student Template/ Snapshot

PA State Audit Report

Legal Name Suffix

Enter the student’s name suffix, if applicable, such as Jr., Sr., and III.

[S_PA_STU_X]Legal_Name_Suffix

10

Student Template/ Snapshot

PAsecureID

Enter the student’s PAsecureID,

For nonpublic, non-licensed schools, this field may be left blank. However, if known, the 10-digit numeric PAsecureID should be entered.

For all other schools, this field is required and cannot be blank. Enter the 10-digit numeric PAsecureID.

[Students]State_StudentNumber

10

CTE Student Fact

CTE Student Industry Credential

Program Fact

School Enrollment

Special Education

Student Calendar



Student Template/ Snapshot

Student Validation


PA Secure ID

Homeless Initiative

Staff Student Course Template

Person Template

Incident Victim Template

Defining Student Template Information

State/Province – PA > Student Template

Note: For fields that cannot be edited on this page, click the link to access an editable field on the correct data entry page.

Field 1.

District Code

View only field. Data entry is located on the District Info Page

The unique, 9-digit Administrative Unit Number (AUN) assigned by the Pennsylvania Department of Education

[Prefs]PA_DistrictAUN

9

Student/Student Snapshot Template

Field 2.

Location Code

The PDE-defined, 4-digit code identifying the school.

If the PIMS Location Code is blank (located on the HSTWSchools/Schools Info Page) the PowerSchool school number is extracted

[S_PA_SCH_X]PIMS_Location_Code if not populated will extract

[Schools]School_Number


4

Student/Student Snapshot Template

Field 3.

School Year Date

A single date indicating the whole school year. The June 30 at the end of the standard school year is used to designate a school year.

Derived –Hard coded to always display 6/30 of the current school year the user is logged into at the top of the screen

10

Student/Student Snapshot Template

Field 4.

Student ID

The unique, 10-digit PAsecureID assigned to the student

View only field. PA secureID is assigned to the student on the PA Secure ID Tab

[Students]State_StudentNumber

10

Student/Student Snapshot Template

Social Security Number

View only field. Data entry is located on the General Demographics page

[Students]SSN


N/A

Field 10.

Current Grade Level

View only field. Data entry is located on the Transfer Info > Edit Current Enrollment page

[Students]Grade_Level

N/A

Student/Student Snapshot Template

Field 13.

Home Room

View only field. Data entry is located on the Modify Information page

Note: Optional for 2018-2019 submission.

[Students]Homeroom

20

Student/Student Snapshot Template

Field 14.

Date of Birth

View only field. Data entry is located on the General Demographics page

[Students]DOB

10

Student/Student Snapshot Template

Field 15.

Gender

View only field. Data entry is located on the General Demographics page

Provide the Code that represents the gender of the student

[Students]Gender

N/A

Student/Student Snapshot Template

Field 16.

Address 1

View only field. Data entry is located on the General Demographics page

[Students]mailing_street

40

Student/Student Snapshot Template

Field 17.

Address 2

Provide additional information concerning the street address of the student’s mailing address, such as apartment number.

[S_PA_STU_X]Address_2

40

Student/Student Snapshot Template

Field 18.

City


Provide the city of the student’s mailing address.

View only field. Data entry is located on the General Demographics page

[Students]mailing_city

30

Student/Student Snapshot Template

Field 19.

State


Provide the official 2-character US Postal Service abbreviation for the student’s mailing address.

View only field. Data entry is located on the General Demographics page

[Students]mailing_state

N/A

Student/Student Snapshot Template

Field 20.

Zip

Provide the official US Postal Code for the student’s home address.

[Students]mailing_zip

10

Student/Student Snapshot Template

Field 27.

PA Race or Ethnicity Code

A single code indicating the race and ethnicity of the student; see Valid Values.

View only field. Data entry is located on the General Demographics page

[StudentRace]RaceCD

N/A

Student/Student Snapshot Template


Field 33.

Economic Status

Use this field to indicate whether a student participates infreeor reduced lunch program.

View only field. Data entry is located on the Lunch Page

[S_PA_STU_X]Food_Participation_Code

N/A

Student/Student Snapshot Template


Field 34.

Challenge Type

Indicates the student's primary challenge.

Required only if Field 38 is Y or E

Note: This field value is entered on the Transfer Info > Edit Current Enrollment page

[S_PA_STU_X]Challenge_Type_Code

N/A

Student/Student Snapshot Template


Special Education Student


Indicates whether the student is a Special Education student. Must be selected to be included in special ed reporting

Note: This field value is entered on the Transfer Info > Edit Current Enrollment page

[S_PA_STU_X]IS_SPED_Student_YN

N/A

N/A

Field 38.

Special Education IEP Indicator

Indicates whether the student is a special education student. This field is used for tracking the presence of IEP for Precode.

Valid values:

  • Y - Has IEP

  • E - Exited IEP and transferred to Regular Ed this school year

  • N - No IEP

Note: This field value is entered on the Transfer Info > Edit Current Enrollment page

[S_PA_STU_X]Special_Education_IEP_Code

N/A

Student/Student Snapshot Template


Field 41.

EL Status

Choose the student’s EL program status.

[S_PA_STU_X]LEP_ELL_Status_Code

2

Student/Student Snapshot Template

Student Validation

Field 45.

LIEP Type


Choose the student's Language Instruction Educational Program (LIEP) type.

Note: This field is only required if EL Status is 01 or 06.

[S_PA_STU_X]LIEP_Type2Student/Student Snapshot Template

Field 46.

Repeating Last Year

Choose Yes or No to indicate whether the student is repeating the current grade level during the school year.

Note: Not collected for 2018-2019 submission.

[S_PA_STU_X]Repeating_Last_Year_TF

1

Student/Student Snapshot Template

Field 53.

Expected Graduation Timeframe

The expected timeframe for the student to graduate, in the form MMYY, where MM is a 2-digit number representing the expected month of graduation, and YY is the last 2 digits of the expected year of graduation.

Required for Students who entered grade 9

Example 0614 (MMYY)

Note: Not collected for 2018-2019 submission.

[S_PA_STU_X]Expected_Graduation_Timeframe

4

Student/Student Snapshot Template


Field 65.

Graduation Status Code

Indicates the student's graduation status.

Note: This field value is entered on the Transfer Info > Edit Current Enrollment page.


[S_PA_STU_X]Graduation_Status_Code

N/A

Student Template/ Snapshot

Student Validation

School Enrollment Template

Field 66.

Expected Post Graduate Activity

The student’s post-graduation or post-dropout plan. This field value is entered on the State/Province > PA State tab.

[S_PA_STU_X]Post_Secondary_Plans_Code

3

Student/Student Snapshot Template

Field 67.

Student Status

Indication of the current status of the student.

Required for students that fall into one of the situations described in the value list. If a student is court placed, use court placed for the code value.

[S_PA_STU_X]Student_Status_Code


Student/Student Snapshot Template


Student Validation Report

Field 68.

Date First Enrolled in an ED or Bilingual Education Program

Enter the date the student first enrolled in an EL or Bilingual education program.

Note: This field does not apply to Adult Affidavit Program (AAP) students whose EL Status is (01) Current EL.

[S_PA_STU_X]ESL_Bilingual_Education_Date

10

Student/Student Snapshot Template


Student Validation Report

Field 70.

Plan 504 Indicator (ADA Status Indicator)

Field identifies students who: (1) have a current Section 504 service agreement plane in place AND (2) are considered disabled and eligible for protection under the Americans with Disabilities Act (ADA) of 1990, as amended by the ADA Amendments Act of 2008.

ADA (as amended) defines “disability” as (1) a physical or mental impairment that substantially limits a major life activity; (2) a record of such an impairment; or (3) being regarded as having such an impairment.

View only field. Data entry is located on the Transfer Info > Edit Current enrollment

[S_PA_STU_X]IS_504_YN

1

Student/Student Snapshot Template


Field 73.

Foreign Exchange Student

Choose Yes or No to indicate whether the student entered the country on a student visa (usually 2 year) and does not intend to remain in the country permanently.

Note: LEAs with registered Adult Affidavit Programs (AAP) may enter N for AAP grade level students.

[S_PA_STU_X]Foreign_Exchange_Student_TF

1

Student/Student Snapshot Template



Field 80.

Gifted and IEP

Choose an option to indicate that the student is identified as gifted and has a GIEP, receives services through an IEP, or does not receive services.

Valid values:

  • Blank
  • GY – Gifted, has GIEP
  • GS – Gifted, receives gifted services through IEP
  • GX – Gifted, but does not receive services
  • N – Not identified as Gifted

[S_PA_STU_X]Gifted_IEP_Field80_Code

[S_PA_REN_X]Gifted_IEP_Field80_Code

1

Student/Student Snapshot Template



Field 88.

Economic Disadvantaged Status Code

Indicates the economically disadvantaged status of a student, and is used to provide the economically disadvantaged disaggregation.

[Students]lunchstatus

N/A

Student/Student Snapshot Template


Field 90.

Student Mobility

Student education status for students not being educated at your LEA.

View only field. Date entry is located on the Transfer Info > Edit Current enrollment

[S_PA_STU_X]Student_Mobility

[S_PA_REN_X]Student_Mobility

1Student Template Snapshot

Field 91.

Diploma Type Code

The type of diploma/credential that is awarded to a student in recognition of his/her completion of the curricular requirements

Choose the type of diploma/credential awarded to the student in recognition of the student’s completion of the curricular requirements.

Valid values:

  • 806 – Regular Diploma
  • 816 – GED Credential

[S_PA_STU_X]Diploma_Type_Code

3

Student/Student Snapshot Template


Student Validation Report

Field 93.

Alternate Student ID

A Student ID that is different than the primary identifier associated such as a local student identifier

View only field. Data entry is located on the General Demographics student page

[Students]Student_Number

25

Student/Student Snapshot Template


Field 95.

Title III EL Eligibility

A Title III indicator to identify which EL students are Title III served.

This field is conditionally required for ELs with a Valid Value of 01 in Field 41 (EL STATUS)

Valid Values:

  • Y – Title III served
  • N – Not Title III served

[S_PA_STU_X]LEP_Eligibility_YN

3

Student/Student Snapshot Template


Field 96.

Program Services Code (Title I Part A)

A Title I Part A indicator to identify which EL students are Title I Part A served.

Valid Values:

  • Y – Title I Part A
  • N – Not Title I Part A
[S_PA_STU_X]Title_1_TF1Student/Student Snapshot Template

Field 97.

Grade 09 Entry Date

The school year in which the student entered 9th grade for the first time

The school year is represented by a single date indicating the whole school year; the June 30 at the end of the standard school year is used to designate a school year. Thus, the 2014-2015 school year would be indicated by 2015-06-30.

This field is required for any student enrolled in grades 9 – 12

If a student enters 9th grade for the first time in the 2014-2015 school year, submit 2015-06-30 as the grade 09 entry date

[S_PA_STU_X]Grade9_Entry_Date

10

Student/Student Snapshot Template



Field 98

District Entry Date

The most recent date that the student entered the LEA

For new students in their first year at an LEA only, this should be the current school year.

View only field. Data entry located on the Modify Info student page

[Students]DistrictEntryDate

10

Student/Student Snapshot Template

Field 99.

School Entry Date

The most recent date that the student entered the school

[Students]SchoolEntryDate

10

Student/Student Snapshot Template

Student Validation

Field 109.

State Entry Date

The most recent date that the student entered Pennsylvania; if that is not known, the most recent date enrolled in a school in PA

[S_PA_STU_X]State_Entry_Date

10

Student/Student Snapshot Template

Field 110.

Date First Enrolled in US School

The date that the student first enrolled in a US school.

For this purpose, enrollment in a school in Puerto Rico does not count as enrollment in a US school.

Use the best information available on prior enrollments.

[S_PA_STU_X]First_Enroll_US_School_Date

This data is needed for EL students only.

All dates must be entered in ISO format: YYYY-MM-DD

This field does not apply to Adult Affidavit Program (AAP) students that are coded as “Current EL” in Field 41 (EL STATUS).

10

Student/Student Snapshot Template


Student Validation Report

Field 111. Homeless StudentThe homeless status code indicates if a student is homeless.

[S_PA_STU_X]Homeless_TF

S_PA_REN_X] Homeless_TF

1

Student/Student Snapshot Template

Field 112. Migrant Student

Indicate whether a student is a migrant student.

Valid Values:

  • Y - Yes
  • N - No

[S_PA_STU_X]Migrant_TF

[S_PA_REN_X]Migrant_TF

1Student/Student Snapshot Template

Field 117.

District Code of Residence

The school district code where the parent/legal guardian resides

View only field. Data entry is located on the Transfer Info > edit current enrollment

[Students]DistrictOfResidence

[Prefs]PA_DistrictAUN

9

Student/Student Snapshot Template


Field 120.

Student is a Single Parent

Choose Yes or No to indicate whether the student has a child and is unmarried.

Note: This value is required for CTE only.

[S_PA_STU_X]Single_Parent_TF

3

Student/Student Snapshot Template

Field 123.

Home Language Code

Select the language a child is/was exposed to that resulted in identification as an English language learner

Conditionally required if native language is other than US English.

This field is for Title III ESL students only. To manage valid values, see District setup > NCES Language Code Setup.

[S_PA_STU_X]Home_Language_Code

If not populated, the data is extracted from the [Students]PrimaryLanguage

N/A

Student/Student Snapshot Template

Field 125.

Years in US Schools

An integer value (1, 2 or 3) that indicates the years that a student meets the Title III immigrant definition for federal funding purposes, as follows:

  • is age 3 – 21, and
  • was not born in any state, and
  • has not been attending one or more schools in any one or more states for more than three full academic years

If student has been in US schools:

  • 0 – 12 months = 1 year
  • 13 – 24 months = 2 years
  • 25 – 36 months = 3 years

This field is for immigrant Title III ESL students only.

[S_PA_STU_X]Years_In_US_Schools_Code

4

Student/Student Snapshot Template


Student Validation Report

Field 126.

Name Suffix

An appendage, if any, used to denote an individual’s generation in his family (e.g., Jr., Sr., III); see Valid Values

[S_PA_STU_X]Legal_Name_Suffix

10

Student/Student Snapshot Template


Field 131.

Food Program Eligibility

The student’s eligibility to participate in the free/reduced lunch program; see Valid Values.

  • F – Free
  • R – Reduced price
  • N – Neither

[Students]lunchstatus

N/A

Student/Student Snapshot Template

Field 133.

Last Name Long

User this field whenLastName exceeds 50 characters.

[S_PA_STU_X]Last_Name_Long

60

Student/Student Snapshot Template

Field 134.

First Name Long

Use this field with the first name exceeds 50 characters.

[S_PA_STU_X]First_Name_Long

60

Student/Student Snapshot Template

Field 142.

Middle Name Long

Use this field when the Middle Name exceeds 30 characters




Field 154.

Address 3

CTE Only

Additional information concerning the street address of the student’s mailing address, such as a building or site number.

[S_PA_STU_X]Address_3

40

Student/Student Snapshot Template

Field 165.

Location Code of Residence (LCR)

The school number of the public school that the student would attend, based on (1) his/her grade level and (2) home address of the parents/legal guardian

This must be a school number related to the reported DISTRICT CODE OF RESIDENCE (Field 117).

View only field. Data entry is located on the Transfer Info > Edit Current Enrollment

[S_PA_STU_X] PIMS_Location_Residence_Code if not populated data is extracted from

[S_PA_SCH_X]PIMS_Location_Code

4

Student/Student Snapshot Template



Field 166.

Out of Workforce Individual


Choose Yes or No to indicate whether the student is an out of workforce individual.

[S_PA_STU_X]Displaced_Homemaker_TF

1

Student/Student Snapshot Template

Field 167.

Special Education Referral

Special Education student that is referred to another LEA for education

View only field. Data entry is located on the Transfer Info >Edit Current Enrollment

[S_PA_STU_X]SpecialEdReferral

4

Student/Student Snapshot Template


Field 182.

Home Address State County Code

Enter the 2-digit county code of the student's mailing address. Counties in PA are numbered 01-67, in alphabetical order.

[S_PA_STU_X] Home_Address_State_County_Code

2

Student/Student Snapshot Template

Field 189.

Funding District Code

The district code that applies to the school district financially responsible for the student. In most cases, this will be the same district as reported under the district code of residence EXCEPT in the case of non-resident foster children.

This must be one of the 500 Pennsylvania School Districts

Default value is extracted from

[prefs]PA_DistrictAUN if the Funding District Code is populated on the Transfer Info Page >Edit Current Enrollment the value is extracted from >

[S_PA_STU_X]Funding_District_Code

9

Student/Student Snapshot Template


Field 190.

CTE Indicator

This field is only required for students educated by LEA schools classified as either “occupational” or “comprehensive” Career and Technical Centers (CTCs) on PDE’s EdNA website, www.edna.pa.gov.

[S_PA_STU_X]CTE_Indicator

3

Student/Student Snapshot Template


Field 217.

District Code of Enrollment

All LEA codes can be found at www.edna.pa.gov.

Identifies the district where the non-resident student is enrolled

A value is required for all students

[S_PA_STU_X]EnrollmentDistrictCode

20

Student/Student Snapshot Template


Field 221.

ACCESS for ELLs Assessment

Choose the applicable precode label, or leave blank if not applicable.

Valid values:

  • blank
  • E - ACCESS for ELLs precode label
  • A - Alternate ACCESS for ELLs precode label
  • O - Other LEA requesting precode label
[S_PA_STU_X ]Access_ELLS_Assessment20

Field 222.

ELA Assessment Exemption Indicator

Choose Yes or No to indicate whether the student is exempt from ELA assessments.

  • Y - Yes
  • N - No
  • blank
S_PA_STU_X ]ELAAssessment_Exempt_Ind 1

Field 225.

Gender Identity

Choose to indicate whether a student identifies as non-binary or not listed.

Valid values:

  • Blank
  • Non-binary/Not Listed
S_PA_STU_X ]Gender_Identity_YN1

Field 202.

Assessment Participation Code

Now Deprecated. Value in Column 202 is blank

Use the Assessments tab to populate current values (Fields 212 through 216)

[S_PA_STU_X] Assessment_Participation_Code

1


Field 209. Foster Student

Indicate whether the student is in foster care.

Valid Values:

  • Y - Yes
  • N - No

[S_PA_STU_X]Foster_Care_Indicator

[S_PA_REN_X]Foster_Care_Indicator

1Student/Student Snapshot Template

Viewing Legacy Student Template Fields

State/Province – PA > Student Template (No Longer Collected Fields)

Homeless

This field is no longer collected.

N/A

1

N/A

English Proficiency

This field is no longer collected.

Choose the student’s proficiency level in the English language.

[S_PA_STU_X]English_Proficiency_Code

8

N/A

Country of Birth Code

This field is no longer collected.

Enter the NCES code of the student’s country of birth.

See the Appendix in Volume 2 of the PIMS User Manual for a complete list of valid values.

[S_PA_STU_X]Birth_Country_Code

4

N/A

Birth Date Verification Code

This field is no longer collected.

Select the evidence by which the student’s date of birth was confirmed.

[S_PA_STU_X]Birth_Date_Verify_Code

4

N/A

Immigrant Indicator

This field is no longer collected.

Choose Yes or No to indicate whether the student has not attended school in the US for more than 3 full academic years and is between the ages of 3 and 21.

[S_PA_STU_X]Immigrant_TF

1

N/A

City of Birth

This field is no longer collected.

Enter the name of the city in which the student was born.

[S_PA_STU_X]Birth_City

30

N/A

State of Birth Code

This field is no longer collected.

Enter the code that identifies the state in which the student was born.

Click codes for valid values.

[S_PA_STU_X]Birth_State_Code

2

N/A

Field 23 Guardian Relationship

Choose the relationship between the student and their guardian.

Valid values:

  • M — Minor
  • A — Adult
  • E — Emancipated Minor

Note: Not collected for 2018-2019 submission.

[S_PA_STU_X]Guardian_Relationship_Code1

Student/Student Snapshot Template

Student Validation

Defining State Assessment Participation

State/Province – PA > State Assessments

Field 212

PSSA/PASA ASSESSMENT

Identifies the associated assessment(s) in which a student participates throughout the given school year. This field will facilitate PDE parsing data for LEAs administering the test and support the creation of pre-code labels by various testing vendors. Follow these rules for applying the assessment participation code:

  • LEAs not administering an assessment to a student is to use Code I
  • LEAs administering an assessment indicate the appropriate code.

Note: By default, the report will extract B-PSSA; otherwise, apply an override if needed.

Valid Values:

  • A – PASA, no PSSA precode label
  • B – PSSA, receive precode label
  • I – Not participating in any of these assessments
  • M – PASA Online Testing, no label required
  • N – PSSA Online Testing, no label required

[S_PA_STU_Assessments_C]
ParticipationCode

1

N/A

Assessments assigned based on student’s enrollments

Select under Exceptions if you want to Exclude or not Exclude a student from an assessment.


[S_PA_STU_TestExcep_C]TestCode

[S_PA_STU_TestExcep_C]
Exclude_From_Reporting_TF

20

Boolean

N/A

Click on “New” to override a test assignment listed above

Choose the Term, the Assessment Category, and Assessment Code in order to create and/or delete an override for the above assessments.             

[S_PA_STU_Test_C]TermId

[S_PA_STU_Test_C]AssessmentCategory

[S_PA_STU_Test_C]AssessmentCode

5

5

N/A

Defining Career and Technical Education Information

State/Province – PA > CTE

Create a PIMS CTE record for the selected student.

Note: For fields that cannot be edited on this page, click the link to access an editable field on the correct data entry page.

CIP Code

Enter the CIP code that applies to the student’s career and technical education course.

[PA_CTE_STU_C]CIP_Code

Max 12

CTE Student Fact

CTE Student Industry Credential

Delivery Method Code

Choose the method used to deliver this course.

[PA_CTE_STU_C]Delivery_Method_Code

2

CTE Student Fact

CTE Student Industry Credential

CTE Status Type Code

Select the status type for this CTE.

[PA_CTE_STU_C]Status_Type_Code

2

CTE Student Fact

Registered Apprenticeship Indicator

Choose Yes or No to indicate whether the CTE student participates in a registered apprenticeship.

[PA_CTE_STU_C]Reg_Apprenticeship_TF

2

CTE Student Fact

Internship Indicator

Choose Yes or No to indicate whether the CTE student participates in an internship.

Note: LEAs may assign a value of N to all adult affidavit students.

[PA_CTE_STU_C]Internship_TF

2

CTE Student Fact

Cooperative Work Indicator

Choose Yes or No to indicate whether the CTE student participates in cooperative work-study program.

Note: LEAs may assign a value of N to all adult affidavit students.

[PA_CTE_STU_C]Cooperative_Work_TF

2

CTE Student Fact

Job Exploration Indicator

Choose Yes or No to indicate whether the CTE student participates in a job exploration program.

Note: LEAs may assign a value of N to all adult affidavit students.

[PA_CTE_STU_C]Job_Exploration_TF

2

CTE Student Fact

Agriculture Experience Indicator

Choose Yes or No to indicate whether the CTE student participates in an agricultural experience program.

Note: LEAs may assign a value of N to all adult affidavit students.

[PA_CTE_STU_C]Agriculture_Experience_TF

2

CTE Student Fact

School Sponsored Enterprise Indicator

Choose Yes or No to indicate whether the CTE student participates in a school-sponsored enterprise program.

Note: LEAs may assign a value of N to all adult affidavit students.

[PA_CTE_STU_C]Sch_Spon_Enterprise_TF

2

CTE Student Fact

Number of Program Hours Completed

For secondary students, enter the cumulative total secondary CTE program technical component instructional hours the student successfully completed for their CIP. This includes the hours completed over the span of the student’s secondary education (not just this reporting year) within that CIP. Use periodic (e.g., quarterly) grades, not year-end cumulative grades to tally successful hours.

For AAP students, enter the cumulative total adult affidavit CTE program instructional hours the student successfully completed for their CIP (Field 6) over the span of their adult education (not just this reporting year).

Format: 9999.99

[PA_CTE_STU_C]Program_Hours_Completed

Max 7

CTE Student Fact

Percentage of Program Completed

For secondary students, enter the cumulative percent of (normally scheduled) total CTE program technical component hours the student successfully completed (passed) for their CIP.

For AAP students, enter the cumulative percent of (normally scheduled) total CTE program hours the student successfully completed (passed) for their CIP.

Format: 00.0 to 1.00

[PA_CTE_STU_C]Percent_Program_Completed

Max 6

CTE Student Fact

Cumulative Postsecondary Credits Earned

Enter the number of postsecondary credits the CTE student has earned.

If this field is blank, this value defaults to zero in the template.

Format: 999.99

[PA_CTE_STU_C]Cum_Post_Credits_Earned

Max 6

CTE Student Fact

Work Based Experience Indicator

Choose Yes or No to indicate whether the CTE student has work-based experience.

[PA_CTE_STU_C]Work_Base_Experience_TF

2

CTE Student Fact

Industry Credential Code

Choose the approved reimbursable secondary CTE program or adult affidavit program (owned and operated by a specific LEA school) serving this student.

Click Description for valid values.

Note: This page displays Industry Credential Codes set up by the district. See the PIMS Manual, available through the Pennsylvania DOE, for a list of all valid credential codes.

[PA_CTE_STU_C]Industry_Credential_Code

Max 3

CTE Student Industry Credential

Credential Earned Date

Enter the date the student earned the industry credentials. If left blank, this field defaults to June 30 of the current school year.

Note: This is not based on the term at the top of the page. This value is calculated based on the current school year asset up via Start Page > School Setup > Years & Terms.

[PA_CTE_STU_C]Credential_Earned_Date

10

CTE Student Industry Credential

CTE Program Performance Code

(Discontinued 2019-2020)

Select one of the following:

  • Yes – Adult CTE student reported as enrolled in a program (CIP code) supported by Perkins funds and who achieved a passing grade for the occupational instruction received during the reporting year.
  • No – Adult CTE student who is reported as enrolled in a program (CIP code) supported by Perkins funds and who did not achieve a passing grade for the occupational instruction received during the reporting year.
  • N/A – Student is enrolled in one of the following:
    • AAP occupational instruction that is not graded.
    • A program that is not supported with Perkins funds.

[PA_CTE_STU_C]Program_Performance_Code

3

CTE Student Fact

Pell Grant Indicator

Choose Yes or No to indicate whether the AAP student received a federal Pell need-based grant during the academic year.

[PA_CTE_STU_C]PELL_Grant_YN

1

CTE Student Fact

POS Task List Completion Indicator

Select one of the following:

  • Yes
  • No
  • N/A - Template Record applies to an AAP student or student not in 12th grade.

[S_PA_STU_X]CTE_POSTaskListCompInd



Perkins Concentrator

Select one of the following:

  • Blank (default)
  • Yes
  • No
[PA_CTE_STU_C]Perkins_Concentrator_YN1CTE Student Fact
Perkins Participant

Select one of the following:

  • Blank (default)
  • Yes
  • No
[PA_CTE_STU_C]Perkins_Participant_YN1CTE Student Fact
Simulated Work Environment

Select one of the following:

  • Blank (default)
  • Yes
  • No
[PA_CTE_STU_C]Simulated_WorkEnv_YN 1CTE Student Fact
Certificate of Apprenticeship

Select one of the following:

  • Blank (default)
  • (App) - Certificate of Completion of an Apprenticeship
  • (Pre) - Participated in a Pre-Apprenticeship program
[PA_CTE_STU_C]Cert_of_Apprenticeship 3CTE Student Fact
Degree Awarded

Select one of the following:

  • Blank (default)
  • (ASSOC) - Associate Degree
  • (BACCA) - Baccalaureate Degree
[PA_CTE_STU_C]Degree_Awarded 5CTE Student Fact
Adult Cumulative Credit Equivalency Enter the Adult Cumulative Credit Equivalency, that is, three digits, a decimal, and two digits after the decimal.[PA_CTE_STU_C]Adult_Cum_CreditEquiv 6CTE Student Fact
Annual Educational and Occupational Objectives Form Complete?

Select to indicate if form PDE-408 or locally developed form is completed and signed.

Valid values:

  • Blank (default)
  • Yes
  • No
[PA_CTE_STU_C]PDE408_IndicatorYN3CTE Student Fact Template - RE
Signature Date for Annual Educational and Occupational Objectives Form

Valid values:

  • Blank (default)
  • Yes
  • No
[PA_CTE_STU_C]PDE408_IndicatorDate10CTE Student Fact Template - RE

Defining Student Industry Credentials

State/Province – PA > CTE > Student Industry Credentials

Click the New button to add the student industry credentials for an earned date.

Industry Credential Code

Select the approved reimbursable secondary CTE program or adult affidavit program (owned and operated by a specific LEA school) serving this student.

Click Description for valid values.

[S_PA_STU_IndustryCredentials_C]Credenital_Code

Max 3

CTE Student Industry Credential

Credential Earned Date

Enter the date the student earned the industry credentials. If left blank, this field defaults to June 30 of the current school year.

[S_PA_STU_IndustryCredentials_C]Credential_Date

10

CTE Student Industry Credential

Updating Non-CTE/WBLE Information

State/Province – PA > Non-CTE/WBLE > [New/Edit]

Award Code

Choose the Non-CTE/Work-Based Learning Experience award code .

[S_PA_STU_NonCTE_WBLE_Award_S]Award_Code30Non-CTE Work Based Learning
Award Type

Choose an award type .

Valid values:

  • ICN Industry-Recognixed Credential
  • WBL Work-Based Learning Experience
[S_PA_STU_NonCTE_WBLE_Award_S]Award_Type20Non-CTE Work Based Learning
Award DateEnter the date the student received the award.[S_PA_STU_NonCTE_WBLE_Award_S]Award_Date10Non-CTE Work Based Learning

Adding Homeless Information

State/Province – PA > Homeless

Note: For fields that cannot be edited on this page, click the link to access an editable field on the correct data entry page.

Date of Identification

Enter the date in the format MM/DD/YYYY that the student was identified as Homeless.

[S_PA_STU_Homeless_X]Identification_Date

8

Homeless Initiative

Method of Identification

Choose the method used to identify the student’s Homeless Initiative status.

[S_PA_STU_Homeless_X]Identification_Method

1

Homeless Initiative

Precipitating Event

Choose the event that caused the student to become homeless.

[S_PA_STU_Homeless_X]Precipitating_Event

1

Homeless Initiative

Unaccompanied Youth

Choose the code identifying the student as an unaccompanied youth.

[S_PA_STU_Homeless_X]Unaccompanied_Youth

1

Homeless Initiative

Student Status

Choose the homeless student’s current status.

[S_PA_STU_X]Student_Status_Code

1

Homeless Initiative

LEA of Origin

Enter the PDE defined 4-digit code identifying the student’s school of origin.


[S_PA_STU_Homeless_X]LEA_Origin

4

Homeless Initiative

Date of Enrollment (following the Precipitating Event)

Enter the student’s enrollment date after the precipitating event occurred.

[S_PA_STU_Homeless_X]School_Enrollment_Date

10

Homeless Initiative

LEA of Current Enrollment

Enter the PDE defined 4-digit code identifying the school in which the student is currently enrolled.


[S_PA_STU_Homeless_X]LEA_Current_Enrollment

4

Homeless Initiative

School of Current Enrollment

Enter the local code identifying the school in which the student is currently enrolled.

[S_PA_STU_Homeless_X]School_Current_Enrollment

4

Homeless Initiative

Current Nighttime Residence Status

Choose the student’s current nighttime residence status is displayed.

[S_PA_STU_X]PIMS_Homeless_Code

1

Homeless Initiative

Eligibility for Homeless Services

Choose Yes or No to indicate whether the student is eligible to receive homeless services.

[S_PA_STU_Homeless_X] Eligibility_Homeless_Services

1

Homeless Initiative

School Selection

Choose Yes or No to indicate whether this homeless student qualifies for school selection.

[S_PA_STU_Homeless_X]School_Selection

1

Homeless Initiative

Transportation

Choose Yes or No to indicate whether this homeless student qualifies for transportation services.

[S_PA_STU_Homeless_X]Transportation

1

Homeless Initiative

School Records

Choose Yes or No to indicate whether this homeless student qualifies for school record services.

[S_PA_STU_Homeless_X]School_Records

1

Homeless Initiative

Immunizations

Choose Yes or No to indicate whether this homeless student qualifies for immunization services.

[S_PA_STU_Homeless_X]Immunizations

1

Homeless Initiative

Other Medical Records

Choose Yes or No to indicate whether this homeless student qualifies for other medical record services.

[S_PA_STU_Homeless_X]Other_Medical_Records

1

Homeless Initiative

Other Barriers

Choose Yes or No to indicate whether this homeless student qualifies for other barrier services.

[S_PA_STU_Homeless_X]Other_Barriers

1

Homeless Initiative

Post-Secondary Plans

Choose the student’s post-secondary plan value.

[S_PA_STU_Homeless_X] Homeless_Post_Secondary_Plans

1

Homeless Initiative

Did the student receive direct supplemental services this month?

Choose Yes or No to indicate whether this homeless student received direct supplemental services this month.

[S_PA_STU_Homeless_X] Direct_Supplemental_Services

1

Homeless Initiative

Tutoring or Other Instructional Support

Select the funding source for the tutoring or other instructional support received by this student. This field should be updated on a monthly basis.

  • Title 1
  • McKinney-Vento Funds
  • Other Funding
  • N/A – The student does not receive tutoring or other instructional support.

Note: The values for this field are identical to the values for the remaining fields on the page, so the documentation is not repeated.

[S_PA_STU_Homeless_X]Tutor_Funding

1

Homeless Initiative

Expedited Evaluations

Select the funding source for expedited evaluations received by this student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X] Expedited_Evaluations_Funding

1

Homeless Initiative

Referrals for medical, dental, and other health services

Select the funding source for the medical, dental, and other health service referrals received by this student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X] Med_Dental_Health_Ser_Referral

1

Homeless Initiative

Transportation

Select the funding source for the transportation services received by this student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]Transportation_Funding

1

Homeless Initiative

Early Childhood Programs

Select the funding source for the early childhood program services received by this student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]Early_Childhood_Programs

1

Homeless Initiative

Assistance with participation in school programs

Select the funding source for the assistance with participation in school programs received by the student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]School_Program_Part_Assist

1

Homeless Initiative

Before-, after-school, mentoring, summer programs

Select the funding source for the before- and after-school programs, mentoring programs, and/or summer programs received by the student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]Before_After_School_Funding

1

Homeless Initiative

Obtaining or transferring records necessary for enrollment

Select the funding source for obtaining or transferring the records necessary for the student’s enrollment. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]Obtaining_Record_Funding

1

Homeless Initiative

Coordination between schools and agencies

Select the funding source for the coordination between schools and agencies for this student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]Coord_Sch_Ag_Funding

1

Homeless Initiative

Counseling

Select the funding source for the counseling services received by the student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]Counseling_Funding

1

Homeless Initiative

Addressing needs related to domestic violence

Select the funding source used to address the student’s needs related to domestic violence. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]Domestic_Violence_Funding

1

Homeless Initiative

Clothing to meet a school requirement

Select the funding source for the student to obtain the clothing necessary to meet a school requirement. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]Clothing_Funding

1

Homeless Initiative

School supplies

Select the funding source for school supplies required by this student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]School_Supplies_Funding

1

Homeless Initiative

Referral to other programs and services

Select the funding source for referrals to other programs and services for this student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X] Prog_Services_Referral_Funding

1

Homeless Initiative

Emergency assistance related to school attendance

Select the funding source for the student to obtain emergency assistance related to school attendance. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X] Emergency_Asst_Attn_Funding

1

Homeless Initiative

Other Services

Select the funding source for other services received by this student. This field should be updated on a monthly basis.

[S_PA_STU_Homeless_X]Oth_Serv_Funding

1

Homeless Initiative

Description

If Other Services is not equal to N/A, enter a description of the other services received by this student.

[S_PA_STU_Homeless_X]Other_Services_Description

1

Homeless Initiative

Viewing Legacy Assessment Data

State/Province – PA > Legacy Assessment Data (Student/Student Snapshot Template Data)

Note: This the Assessment Data Collection for 2015-16 or earlier

Field 212

Assessment Participation Code

Identifies the associated assessment(s) in which a student participates throughout the given school year. This field facilitates PDE parsing data for LEAs administering the test and supports the creation of pre-code labels by various testing vendors. Follow these rules for applying the assessment participation code:

  • LEAs not administering an assessment to a student is to use Code I
  • LEAs administering an assessment indicate the appropriate code.

Note: If this field is blank, a value of ‘I’ is extracted

[S_PA_STU_Assessments_C]ParticipationCode

1

Student/Student Snapshot Template


Field 214

Keystone Assessments - Winter

Identifies the associated assessment(s) in which a student participates throughout the given school year. This field facilitated PDE parsing data for LEAs administering the test and supports the creation of pre-code labels by various testing vendors. Follow these rules for applying the assessment participation code:

  • If your LEA is not administering an assessment to a student, leave blank.
  • If your LEA is administering an assessment, indicate the appropriate code for the test subject using the values below.  The Y/N value will extract on the report.

Codes:

  • A – Algebra
  • B – Literature
  • C – Biology
  • D – Algebra and Literature
  • E – Algebra, Literature, Biology
  • F – Literature and Biology
  • G – Algebra and Biology

Valid Extracted Values

  • Y - Yes
  • N - No

Notes:

  • The combination of the values selected will extract the appropriate Valid Value.
  • The value of N will be extracted if nothing is populated.

[S_PA_STU_Assessments_C]KeystoneWinterAlegbra

[S_PA_STU_Assessments_C]KeystoneWinterLiterature

S_PA_STU_Assessments_C]KeystoneWinterBiology






1

Student/Student Snapshot Template


Field 215

Keystone Assessment - Spring

Identifies the associated assessment(s) in which a student participates throughout the given school year. This field facilitated PDE parsing data for LEAs administering the test and supports the creation of pre-code labels by various testing vendors. Follow these rules for applying the assessment participation code:

  • If your LEA is not administering an assessment to a student, leave blank.
  • If your LEA is administering an assessment, indicate the appropriate code for the test subject using the values below.  The Y/N value will extract on the report.

Codes:

  • A – Algebra
  • B – Literature
  • C – Biology
  • D – AlgebraandLiterature
  • E – Algebra, Literature, Biology
  • F – Literature and Biology
  • G – Algebra and Biology

Valid Extracted Values

  • Y - Yes
  • N - No

Notes:

  • The combination of the values selected will extract the appropriate Valid Value.
  • The value of N will be extracted if nothing is populated.

[S_PA_STU_Assessments_C]KeystoneSpringAlegbra

[S_PA_STU_Assessments_C]KeystoneSpringLiterature

[S_PA_STU_Assessments_C]KeystoneSpringBiology




1

Student/Student Snapshot Template


Field 216

Keystone Assessment - Spring

Identifies the associated assessment(s) in which a student participates throughout the given school year. This field facilitated PDE parsing data for LEAs administering the test and supports the creation of pre-code labels by various testing vendors. Follow these rules for applying the assessment participation code:

  • If your LEA is not administering an assessment to a student, leave blank.
  • If your LEA is administering an assessment, indicate the appropriate code for the test subject using the values below.  The Y/N value will extract on the report.

Codes:

  • A – Algebra
  • B – Literature
  • C – Biology
  • D – Algebra and Literature
  • E – Algebra, Literature, Biology
  • F – Literature and Biology
  • G – Algebra and Biology

Valid Extracted Values

  • Y - Yes
  • N - No

Notes:

  • The combination of the values selected will extract the appropriate Valid Value.
  • The value of N will be extracted if nothing is populated.

[S_PA_STU_Assessments_C]KeystoneSpringAlegbra

[S_PA_STU_Assessments_C]KeystoneSpringLiterature

[S_PA_STU_Assessments_C]KeystoneSpringBiology


1

Student/Student Snapshot Template


Updating Student Local Assessments Assignment

Local Assessment Assignments for Early Indicators of Success

State/Province – PA > Local Assessments > Student Local Assessments Assignment [New/Edit]

Click the New button to add a new local assessment record. Click the pencil icon in the first column to edit or delete a local assessment record.

Note: This page does not allow duplicate records. When entering a new record, if the Test Description and Date Test Taken both match an already-existing record, the record will not submit.

Test Description

Choose the code identifying the assessment.

Local assessments are defined at the district level. See District Setup for more information.

[S_PA_STU_LocalAssessment_C]Test_Description10Local Assessment Subtest
Subtest Version ID

The code identifying the subtest version. This field is read-only and populates based on the value in the Test Description field.

[S_PA_LocalAssessments_S]Subtest_VersionID8Local Assessment Subtest
Subtest Area

The subtest area. This field is read-only and populates based on the value in Test Description field.

[S_PA_LocalAssessments_S]Subtest_Area25Local Assessment Subtest
Subtest Grade Level

The grade level for which the subtest is given.

This field is read-only and populates based on the value in the Test Description field.

Valid Values:

  • Blank - default
  • 03 - Reading
  • 07 - Math
[S_PA_LocalAssessments_S]Subtest_GradeLevel15Local Assessment Subtest
Date Test TakenEnter the date the subtest was taken.[S_PA_STU_LocalAssessment_C]Test_DateN/ALocal Assessment Subtest
Standard Achieved 1Enter the standard the student must meet.[S_PA_STU_LocalAssessment_C] Standard_Achieved_One30Local Assessment Subtest
Student Met StandardChoose Yes or No to indicate whether the student met the defined standards.[S_PA_STU_LocalAssessment_C] Student_Standard_Met_YN1Local Assessment Subtest

Local Assessment Assignments for Reporting and Analytics

State/Province – PA > Local Assessments > Student Local Assessments Assignment [New/Edit]

Click the New button to add a new local assessment record. Click the pencil icon in the first column to edit or delete a local assessment record.

Note: This page does not allow duplicate records. When entering a new record, if the Test Description and Date Test Taken both match an already-existing record, the record will not submit.

Test Description

Choose the code identifying the assessment.

Local assessments are defined at the district level. See District Setup for more information.

[S_PA_STU_LocalAssessment_C]Test_Description10Local Assessment for Reporting and Analytics
Subtest Version ID

The code identifying the subtest version. This field is read-only and populates based on the value in the Test Description field.

[S_PA_LocalAssessments_S]Subtest_VersionID8Local Assessment for Reporting and Analytics
Subtest Area

The subtest area. This field is read-only and populates based on the value in Test Description field.

[S_PA_LocalAssessments_S]Subtest_Area25Local Assessment for Reporting and Analytics
Subtest Grade Level

The grade level for which the subtest is given.

This field is read-only and populates based on the value in the Test Description field.

Valid Values:

  • Blank - default
  • 03 - Reading
  • 07 - Math
[S_PA_LocalAssessments_S]Subtest_GradeLevel15Local Assessment for Reporting and Analytics
Date Test TakenEnter or edit the date the subtest was taken.[S_PA_STU_LocalAssessment_C]Test_DateN/ALocal Assessment for Reporting and Analytics
Score 1Enter or edit the score. Only whole numbers can be entered.[S_PA_STU_LocalAssessment_C]Score1 35Local Assessment for Reporting and Analytics
Score 2Enter or edit the score. Only whole numbers can be entered.[S_PA_STU_LocalAssessment_C]Score235Local Assessment for Reporting and Analytics
Score 3Enter or edit the score. Only alpha-numeric characters can be entered.[S_PA_STU_LocalAssessment_C]Score350Local Assessment for Reporting and Analytics

Entering Historical Grades

Historical Grades

Course number

Enter the course number for the grade record.

[StoredGrades]Course_Number

8


Grade

Enter the grade the student earned for this course, expressed as an alpha value.

[StoredGrades]Grade

2


Percent

Enter the grade the student earned for this course, expressed as a numeric value.

[StoredGrades]Percent

6


Earned credit hours

Enter the number of credits the student earned for this course.

[StoredGrades]EarnedCrHrs

8


Updating Lunch Information

Lunch

Lunch Status

Choose the lunch status .

Note: LEAs with registered Adult Affidavit Programs (AAP) may code all AAP grade-level students as N.

[Students]LunchStatus

1

Student Template/ Snapshot

Economic Status Food Participation

Choose the economic status food participation that applies to this student. This field is used to identify a student’s food program eligibility.

Valid values:

  • Select a value (default)
  • F - Free
  • R - Reduced
  • N - Neither

Note: If the default value is selected, then a blank (no value) is displayed in this field.

[S_PA_STU_X]Food_Participation_Code

1

Student Template/ Snapshot

Defining Special Programs Enrollments

Special Programs

Entry Date

Enter the entry date for the special program.

Note: The date is the first day of the special program enrollment.

[SpEnrollments]Enter_Date

10

Program Fact

Special Education Snapshot

Exit Date

Enter the exit date for the special program.

Notes: The date is the day after the last day of the special program enrollment.

For programs 026 and 027, enter the date the student’s eligibility for tutoring ended.

For program 032 (Homeless), enter the date the student was no longer homeless.

The Exit Date is not required for students with an Exit Reason code of '99'.

[SpEnrollments]Exit_Date

10

Program Fact


Exit Reason

Enter the exit reason for the special program.

[SpEnrollments]ExitCode

15


Program

Choose the program type .

Special programs are set up at the district level. For state reporting, you must map the appropriate PIMS program code to the special program via Start Page > District Setup > Special Programs.

[SpEnrollments]ProgramID

N/A

Program Fact


Program Intensity

Enter the total number of minutes the student receives homebound instruction and for which a subsidy is requested.

Note: This field is required if the PIMS Program code equals 013, 028H, or 028F.

[S_PA_SEN_SPED_X]Program_Intensity

N/A

Program Fact

Updating Special Education Snapshot Data

Special Education Snapshot

Include in Special Education Student Snapshot?

Select the checkbox to include the record in the PIMS Special Ed Templates.

[S_PA_SEN_SPED_X]Include_State_Report_YN

1

Special Education Snapshot


Field 10. Special Ed Teacher Name

Enter the special education teacher’s last name.

[S_PA_SEN_SPED_X]SPED_Teacher_Name

20

Special Education Snapshot

Field 11. Primary Disability (Challenge Type)

Indicates the student's primary challenge.

Note: This field value is entered on the Transfer Info > Edit Current Enrollment page.

[S_PA_STU_X]Challenge_Type_Code


Special Education Snapshot

Field 12.

Secondary Disability

Choose the student’s secondary disability.

[S_PA_SEN_SPED_X]Secondary_Disability_Code


4

Special Education Snapshot

Field 15.

Amount of Special Education Services

Choose the amount of special education services.

[S_PA_SEN_SPED_X] Amount_SPED_Services_Code

2

Special Education Snapshot

Field 17.

Type of Support

Choose the type of support.

[S_PA_SEN_SPED_X]Type_Support_Code

2

Special Education Snapshot

Field 32. Incident Placement TypeSelect Y or N to indicate if the student is placed in a residential facility or group home.

[S_PA_SEN_SPED_X]Primary_Placement_Type_YN

1

Special Education Snapshot

Incident Offender Template

Field 34.

Date Exited Special Education

If applicable, enter the date the student stopped receiving special education services.

[S_PA_SEN_SPED_X]SPED_Exit_Date

10

Special Education Snapshot

Field 44.

Educational Environment

Choose the student’s educational environment.

[S_PA_SEN_SPED_X] Educational_Environment_Code

2

Special Education Snapshot

Field 45. Transition IEP

Select Yes or No to indicate whether the student has a transition plan part of their IEP.

Note: If Yes, then fields 73, 74, 75, and 76 are required.

[S_PA_SEN_SPED_X]TransIEP_Status_Code1Special Education Snapshot

Field 52. Reason for Exiting Special Education

Choose the student’s reason for exiting the program.

[S_PA_SEN_SPED_X]Reason_Exited_SPED_Code

2

Special Education Snapshot

Field 70.

Service Provider

Enter the 9-digit AUN of the special education service provider as indicated on the IEP or Notice of Recommended Educational Placement.

If the AUN does not exist, enter the actual name of the service provider.

[S_PA_SEN_SPED_X]Service_Provider


100


Special Education Snapshot

Field 71.

Location of Special Education Services

The PDE-defined, 4-digit code identifying the school where special education services are provided.

If a student is at a location that does not have a designated school code, enter the actual name of the building.

Note: 9999 is not a valid value. Services being provided in IU, PRRI or APS buildings use code 0000.

[S_PA_SEN_SPED_X]Location_SPED_Services

100

Special Education Snapshot

Field 73. Transition IEP: Paid Work-based Learning

Select Yes or No to indicate whether the IEP contains new services that support paid work-based learning experiences in a competitive (at least minimum wage) integrated setting.

Note: Required if Transition IEP Status Code (field 45) = Y.

[S_PA_SEN_SPED_X] TransIEP_Paid_Wrkbased_Lrning1Special Education Snapshot

Field 74. Transition IEP: Job Supports/Coaching

Select Yes or No to indicate whether the IEP contains services that include job supports/coaching.

Note: Required if Transition IEP Status Code (field 45) = Y.

[S_PA_SEN_SPED_X] TransIEP_Job_Support_Coaching1Special Education Snapshot

Field 75. Transition IEP: Career Dev/Job Exploration

Select Yes or No to indicate whether the IEP contains services that include career development and job exploration.

Note: Required if Transition IEP Status Code (field 45) = Y.

[S_PA_SEN_SPED_X] TransIEP_CareerDev_JobExplor

1Special Education Snapshot

Field 76. Transition IEP: Modified for Services

Select Yes or No to indicate whether the transition IEP has been modified to include services that support paid work-based learning experiences in a competitive (at least minimum wage) integrated setting.

Note: Required if Transition IEP Status Code (field 45) = Y.

[S_PA_SEN_SPED_X] TransIEP_Modified_For_Services1Special Education Snapshot

Updating Act 16 Information

Special Programs > Act 16

Field 7.

ACT 16 FUND CATEGORY

Choose a Special Education Act 16 Fund option .

Valid values:

  • Blank
  • Category 1 - $1.00 - $26,717.95

  • Category 2 - $26,717.96 - $53,435.91

  • Category 3A - $53,435.92 - $80,153.88

  • Category 3B - $80,153.89 and over

[S_PA_SEN_X]Category_Set_Code

10

Student Fact-Special Education for the Act 16 Report

No Longer Collected Beginning School Year 2014-2015

Field 23. Planned Participation in PASA

Select Yes/No

[S_PA_SEN_SPED_X]PASA_YN


No longer collected

Field 39.

Residency

Choose the student’s residency status.

[S_PA_SEN_SPED_X]Residency_Code

2

No Longer Collected

Field 41.

Neighborhood School

Choose a value to indicate whether the student attends their neighborhood school.

[SpEnrollments]PA_Neigh_Sch

2

No Longer Collected

Editing District Fact Title 1

Special Programs > District Fact Title 1

Instructional Services

Select the Title 1 Instructional Services provided to the student.

  • Reading or Language Arts
  • Math
  • Social Studies
  • Science
  • Vocation or Career Studies
  • Other Subject Area

[S_PA_SEN_Title1_X]InsRLA

[S_PA_SEN_Title1_X]InsMath

[S_PA_SEN_Title1_X]InsSci

[S_PA_SEN_Title1_X]InsSoc

[S_PA_SEN_Title1_X]InsVoc

[S_PA_SEN_Title1_X]InsOth


1

District Fact Title 1


Support Services

Select the Title 1 Support Services provided to the student:

  • Health Dental or Eye Care
  • Guidance/Advocacy
  • Other Support

[S_PA_SEN_SPED_X]SPED_Teacher_Name

[S_PA_SEN_Title1_X]SupHDE

[S_PA_SEN_Title1_X]SupGUI

[S_PA_SEN_Title1_X]SupOth

1

District Fact Title 1


Entering Discipline Logs

Log Entries

Incident Date

Enter the date and time the incident was recorded in PowerSchool.

[Log]IEntry_Date

[Log]Entry_Time

8

School Safety Incident Collection

Location Fact Detail Template

Log Type

Choose Discipline .

[Log]LogTypeID

N/A

School Safety Incident Collection

Incident Date

Enter the date the incident occurred.

This is a PowerSchool field used for state reporting; it is not listed in the Pennsylvania State Information section of the page.

[Log]Discipline_IncidentDate

10

PIMS Discipline Templates

School Safety Incident Collection

Include this Record in the PIMS Incident Reports

Choose Yes or No to include this student discipline incident in the School Safety Incident Collection.

[S_PA_LOG_X]Include_Record_TF

1

School Safety Incident Collection

PIMS Discipline Templates

Incident Number

Enter a unique identifier for this discipline incident.

Click Auto Generate Incident Number to populate this field with automatically generated identifier. Using this button prevents duplicate identifiers.

[S_PA_LOG_X]Incident_Number

Max 30

School Safety Incident Collection

Incident Template

Incident Offender

Incident Offender Infraction

Incident Offender Disciplinary Action

Incident Offender Parent Involvement

Incident Victim

Place of Occurrence

Choose the location where the discipline incident occurred.

[S_PA_LOG_X]Place_Occurrence_Code

2

School Safety Incident Collection

Incident Template

Is this Student an Offender or a Victim?

Choose Offender or Victim from the menu to indicate whether this student was either the offender or a victim in the incident.

When offender is selected, the page populates with required fields for the offender record. When victim is selected, the page populates with required fields for the victim record.

[S_PA_LOG_X]Report_Type

8

School Safety Incident Collection

Incident Offender

Incident Offender Infraction

Incident Offender Disciplinary Action

Incident Offender Parent Involvement

Incident Victim

Editing Offender Information

Log Entries > Offender(s) Information

This section appears if the student is an Offender.

Offender’s Status

Choose the offender type, such as student or parent.

[S_PA_LOG_X]Offend_Status_Code

1

School Safety Incident Collection

Incident Offender

Against a Person

If this discipline incident involved one or more victims, select the code that best describes the incident.

[S_PA_LOG_X]Against_Person

N/A

School Safety Incident Collection

Incident Offender Infraction

Against Property

If this discipline incident involved damage to property, select the code that best describes the incident.

[S_PA_LOG_X]Against_Property

N/A

School Safety Incident Collection

Incident Template

Incident Offender Infraction

Against Society

If this discipline incident was against society, select the code that best describes the incident.

[S_PA_LOG_X]Against_Society

N/A

School Safety Incident Collection

Incident Offender Infraction

Illegal Possession of Weapon

If this discipline incident involved the illegal possession of a weapon, select the code that best describes the incident.

[S_PA_LOG_X]Illegal_Possession_Of_Weapon

N/A

School Safety Incident Collection

Incident Offender Infraction

Illegal Possession (Other)

If this discipline incident involved the illegal possession of alcohol, drugs, or tobacco, select the code that best describes the incident.

[S_PA_LOG_X]Illegal_Possession_Code

N/A

School Safety Incident Collection

Incident Offender Infraction

Location Fact Records (Other)

Select the appropriate code for the Location Fact Template:

  • 1 – All other incidents as defined in local Student Codes of Conduct
  • 2 – All academic incidents

[S_PA_LOG_X]LocationFact_Others

1

Location Fact Template

Location Fact Detail

Infraction Comment

Enter comments regarding this discipline incident.

[S_PA_LOG_X]Infraction_Comment

500

School Safety Incident Collection

Incident Offender Infraction

Local Law Enforcement (LLE) Notified

Choose Yes or No to indicate whether the local law enforcement office was notified of this incident.

[S_PA_LOG_X]LLE_Notified_TF

1

School Safety Incident Collection

Incident Offender

*If Yes

If Local Law Enforcement (LLE) Notified is Yes, enter the name of the local law enforcement office.

[S_PA_LOG_X]Name_Of_Contacted_LLE_Office

Max 50

School Safety Incident Collection

Incident Offender

Arrest

Choose Yes or No to indicate whether the offender was arrested.

[S_PA_LOG_X]_Arrest_Code

1

School Safety Incident Collection

Incident Offender

*If Yes is selected above:

If Arrest is Yes, then choose Yes or No to indicate whether the student was charged with one of these weapons possession offenses:

  • Possession of Firearm by Minor
  • Possession of Weapon on School Property
  • Possession of Prohibited Weapons
  • Carrying Explosives on Conveyances

[S_PA_LOG_X]Arrest_Code_TF

1

School Safety Incident Collection

Incident Offender

*Adjudication, if Yes is selected above

If the discipline incident involved an arrest due to weapons possession, choose the adjudication for the offender.

[S_PA_LOG_X]Adjudication_Code

1

School Safety Incident Collection

Incident Offender

Weapon Detected Method Code

Choose the method used to detect the weapon involved in this incident.

[S_PA_LOG_X]Weapon_Detected_Method_Code

1

School Safety Incident Collection

Incident Offender

Weapon Detected Comment

Enter a comment regarding the detected weapon.

[S_PA_LOG_X]Weapon_Detected_Comment

500

School Safety Incident Collection

Incident Offender

Weapon Count

Enter the number of weapons detected.

[S_PA_LOG_X]Weapon_Count

4

School Safety Incident Collection

Incident Offender Infraction

Disciplinary Action Code

Choose the disciplinary action against the offender.

[S_PA_LOG_X]Disciplinary_Action_Code

1

School Safety Incident Collection

Incident Offender Disciplinary Action

Location Fact

Location Fact Detail

Disciplinary Action Comment

Enter a comment regarding the disciplinary action.

[S_PA_LOG_X]Disciplinary_Action_Comment

500

School Safety Incident Collection

Incident Offender Disciplinary Action

Number of Days Suspended/Expelled

Enter the number of days the offender was suspended or expelled from school, if applicable.

[S_PA_LOG_X]No_Of_Days_Suspended

Max 10

School Safety Incident Collection

Incident Offender Disciplinary Action

Received Educational Services During Expulsion

Choose Yes or No to indicate whether the offender received educational services during the expulsion.

[S_PA_LOG_X] Received_Edu_Serv_Dur_Expul_TF

1

School Safety Incident Collection

Incident Offender Disciplinary Action

Assigned to Alternative Education

Choose Yes or No to indicate whether the offender was assigned to an alternative educational program.

[S_PA_LOG_X] Assigned_To_Alternative_Edu_TF

1

School Safety Incident Collection

Incident Offender

Type of Parental Involvement

Choose the offender’s parental involvement in this incident.

[S_PA_LOG_X]Parental_Involvement_Type

1

School Safety Incident Collection

Incident Offender Parent Involvement

Parent Involvement Comment

Enter a comment regarding the offender’s parent involvement in this incident.

[S_PA_LOG_X]Parental_Involvement_Comment

500

School Safety Incident Collection

Incident Offender Parent Involvement

Remedial Program

Choose the remedial program in which this offender participates.

[S_PA_LOG_X]Remedial_Program_Code

1

School Safety Incident Collection

Adding Archived Fields

Log Entries > Offender(s) Information > Archived Fields

Offender’s Disability

Choose the disability of the offender, if applicable.

[S_PA_LOG_X]Offender_Disability_Code

2

School Safety Incident Collection

Local Offender Number

Enter the local offender number.

This field defaults to the student’s district ID.

[S_PA_LOG_X]Location_Offender_Number

Max 30

School Safety Incident Collection

Was the student removed to an alternative education setting based on a State Hearing Officer's determination regarding likely injury

Choose Yes or No to indicate whether the offender was assigned to an alternative educational program on the recommendation of a State Hearing Officer.

[S_PA_LOG_X]Assign_Ed_Hearing_TF

1

School Safety Incident Collection

Was physical injury involved as a result of this incident?

Choose Yes or No to indicate whether the incident involved a physical injury.

[S_PA_LOG_X]Physical_Injury_TF

1

School Safety Incident Collection

Did this injury require medical attention?

If this incident involved a physical injury, choose Yes or No to indicate whether the injury required medical attention.

[S_PA_LOG_X]Medical_Treatment_TF

1

School Safety Incident Collection

Did this removal involve serious bodily injury?

If the offender was removed to an alternative education setting due to an injury, choose Yes or No to indicate whether the injury was classified as a serious bodily injury.

[S_PA_LOG_X]Serious_Bodily_Injury_TF

1

School Safety Incident Collection

Limited English Proficiency Status

Choose Yes or No to indicate whether this offender is identified as limited English proficient.

[S_PA_LOG_X]Limited_English_Proficiency_TF

1

School Safety Incident Collection

Editing Victim Information

Log Entries > Victim Information

This section appears if the student is identified as a Victim.

PA Victim Type

Choose the victim type, such as student, parent, etc.

[S_PA_LOG_X]Victim_Type

1

School Safety Incident Collection

Incident Victim

Age

Enter the age of the victim.

[S_PA_LOG_X]Victim_Age

Max 3

School Safety Incident Collection

Incident Victim

Referred to SAP Program

Choose Yes or No to indicate whether the victim was referred to an SAP program.

[S_PA_LOG_X]Referred_To_SAP_Program_TF

1

School Safety Incident Collection

Incident Victim

Injury Severity Code

Choose the severity of the victim’s injury.

[S_PA_LOG_X]Injury_Severity_Code

20

School Safety Incident Collection

Incident Victim

Required Medical Treatment

Choose Yes or No to indicate whether the victim required medical treatment.

[S_PA_LOG_X]Medical_Treatment_TF

1

School Safety Incident Collection

Incident Victim

Reason for Medical Treatment Incident Victim Comment

If Required Medical Treatment is Yes, then enter the reason for the medical treatment.

[S_PA_LOG_X]Medical_Treatment_Reason

500

School Safety Incident Collection

Incident Victim

Verifying Enrollment Records

All Enrollments > Edit Enrollment Record

Course

The course name, followed by the course number and section number in parenthesis.

[Courses]Course_Name

[CC]Course_Number

[CC]Section_Number

N/A

Student Course Enrollment

Enroll Date

Enter the date the student enrolled in the course.

[CC]DateEnrolled

10

Student Course Enrollment

Exit Date

Enter the date the student left the course.

[CC]DateLeft

10

Student Course Enrollment

Exclude From PIMS

Choose Yes or No to indicate whether to exclude the course enrollment from PIMS.

[S_PA_CC_X]Exclude_From_Pims_TF

N/A

Student Course Enrollment

Request Sequence

Enter the Request Sequence used to distinguish between enrollments in identical Course/Section combinations for the same student. Identical enrollments may occur for Independent Study projects or Study Hall, for example.

Note: A value of 0 is reported by default if no value is entered.

[S_PA_CC_X]Request_Sequence_Code

3

Student Course Enrollment

Student Grades Template

Course Delivery Model Code

Choose the method used to deliver course instruction to the student.

[S_PA_CC_X]Course_Delivery_Model_Code

4

Student Course Enrollment

Field 10. Keystone Indicator:

Indicate whether the student for whom the exemption is reported has completed and passed the Keystone trigger course.

Valid Values:

  • Blank (default)
  • Y-Yes
  • N-No
[S_PA_CC_X]KeystoneCompleteInd_YN1Student Fact Template - Keystone Exemption

Transferring the Student Out of School

Functions > Transfer Student Out of School

Note: For information about the non-Pennsylvania-specific fields on this page, click the PowerSchool Help link and choose: System Help > Transfer Out of School > Transfer Students

Pennsylvania State Information

School Enrollment Template Exit Code Override

The Exit Code used in the School Enrollment Template. Select a code only if needed as an override for use in the School Enrollment Template.

Note: This field is also available on the Transfer Info > Current/Previous Enrollment pages. Changes made to values in those fields are reflected here.

[S_PA_STU_X]PIMS_ExitCode6School Enrollment Template

School Choice Transfer Indicator

Select Yes or No to indicate whether the student who transferred in or out of the school did so during the school year under the provisions for public school choice in accordance with Title I, Part A, Section 1116.

[S_PA_STU_X]School_Choice_Indicator

[S_PA_REN_X]School_Choice_Indicator

Y/NSchool Enrollment Template

Graduation Status Code


 Choose the student's graduation status code to indicate whether the student graduated, dropped out, or transferred.

[S_PA_STU_X]Graduation_status_code1 Student/Student Snapshot Template

Editing Current/Previous Enrollments

Transfer Info > Transfer Information > Edit Current/Previous Enrollment

Note: School enrollments are created during the End-of-Year process and also at the following locations:

  • Start Page > Special Functions > Enroll New Student
  • Start Page > Student > Functions > Create New Enrollment
  • Start Page > Student > Edit Previous Enrollment

Entry Date

Enter the student’s entry date for this school enrollment.

Note: The date is the first day of school enrollment.

[Students]EntryDate

[ReEnrollments]EntryDate

10

CTE Student Fact

CTE Student Industry Credential

School Enrollment


Special Education Snapshot

Student Calendar

Student Template/ Snapshot

Student Validation


State Auditors Report

PA Secure ID

Entry Code

Choose the entry code for the school enrollment.

Note: You must choose an entry code for all school enrollments.

[Students]EntryCode

[ReEnrollments]EntryCode

N/A

School Enrollment

Student Vali

Exit Date

Enter the student’s exit date for this school enrollment.

Note: The date is the day after the last day of school enrollment.

[Students]ExitDate

[ReEnrollments]ExitDate

10

CTE Student Fact

CTE Student Industry Credential

School Enrollment

Special Education Events

Education Services

Special Education

Student Calendar

Student Template/ Snapshot

Student Validation PA State Auditors Report

PA Secure ID

Exit Code

Choose the exit code for this school enrollment.

Note: You must choose an exit code for school enrollments where the exit date is in the past.

[Students]ExitCode

[ReEnrollments]ExitCode

N/A

PA State Auditor’s Report

Full-Time Equivalency

Choose the student’s full-time equivalency for this school enrollment.

Full-Time Equivalencies are set up via Start Page > School Setup > Full-Time Equivalencies.

[Students]FTEID

[ReEnrollments]FTEID

N/A

PA State Auditors Report

Grade Level

Choose the student’s grade level for this school enrollment.

Note: Kindergarten students should also have a value selected in Grade Code field under Pennsylvania State Information.

[Students]Grade_Level

[ReEnrollments]Grade_Level

2

School Enrollment

Student Template/Snapshot

Student Validation

Incident Offender

Incident Victim

Location Fact Data

PA State Auditors Report

PA Secure ID

Track

Choose the track for this school enrollment.


[Students]Track

[ReEnrollments]Track

1

Student Validation

PA State Auditors Report

District of Residence

Choose the student’s district of residence for this school enrollment.

PDE-4002: You must select a district

[Students]DistrictOfResidence

[ReEnrollments]DistrictOfResidence

N/A

Student Calendar

PA Secure ID

Student Template/ Snapshot

PA State Auditors Report

Exclude this student from State Reporting

Select the checkbox to exclude this student from state reporting.

Note: If the checkbox is selected for a current enrollment, it it is automatically selected on the State/Province - PA > PA State tab. If the checkbox is selected for a previous enrollment, it is not be automatically selected on the PA State tab.

[Students]State_ExcludeFromReporting

[S_PA_REN_X]State_ExcludeFromReporting

N/A

CTE Student Fact

CTE Student Industry Credential

Program Fact

Special Education

Student Calendar

Student Course Enrollment

Student Template/ Snapshot

PIMS Discipline Templates

PA State Auditor Report

Homeless Initiative

Exclude this enrollment from State Reporting

Choose Yes or No to indicate whether to exclude this enrollment from state reporting.

[S_PA_STU_X]State_ExcludeEnrollment

[S_PA_REN_X]State_ExcludeEnrollment

N/A

Student Calendar

Student Validation

PA State Auditors Report

PA Secure ID

School Enrollment Template Entry Code Override

Entry Code used for School Enrollment Report.

Note: Enter only if needed as override for use in School Enrollment Template.

[S_PA_STU_X]PIMS_EntryCode6School Enrollment Template
School Enrollment Template Exit Code Override

The Exit Code used in the School Enrollment Template. Select a code only if needed as an override for use in the School Enrollment Template.

Note: This field is also available on the Functions > Transfer out Of School > Transfer Student Out field. Changes to the value in that field are reflected here.

[S_PA_STU_X]PIMS_ExitCode6School Enrollment Template
Is this student a Summer Withdrawal for purposes of School Enrollment Template?Choose Summer Withdrawal Flag (Y/N)(Used for PIMS School Enrollment Template).[S_PA_STU_X]Summer_Withdrawal_YN1School Enrollment Template
Student Mobility

For students not being educated at your LEA, choose the student education status .

Note: The field value should be blank for students educated at your LEA.

Valid values:

  • A - No Show or Drop Out - Student who was never educated by this LEA in the reporting SY
  • B - Summer Transfer - Student who was never educated by this LEA in the reporting SY
  • C - Other - Student who was never educated by this LEA during the reporting SY.
  • Blank

[S_PA_STU_X]Student_Mobility

[S_PA_REN_X]Student_Mobility

1Student Template Snapshot

Membership Share

Enter the membership share for this school enrollment. This value determines the membership value for a student for any given day of membership.

Note: Enter a value for part-time students; otherwise enter 1 for full-time students.

[Students]MembershipShare

[ReEnrollments]MembershipShare

N/A

State Audit Reports

Grade Code

The grade code for kindergarten, unclassified elementary, and unclassified secondary students (populated during pre-registration or enrollment).

Notes: Unclassified elementary and secondary students are specified using this field instead of a special program.

[S_PA_STU_X]State_Grade_Code

[S_PA_REN_X]State_Grade_Code

N/A

Student Validation Report

Incident Offender

Incident Victim

Location Fact Detail

PA State Auditors Report

PIMS Location Code of Residence (LCR)Enter the location code of Residence.[S_PA_STU_X]PIMS_Location_Residence_Code4

Graduation Status Code

Choose the student's graduation status code to indicate whether the student graduated, dropped out, or transferred.

[S_PA_STU_X]Graduation_status_code1School Enrollment Template
Diploma Type Code

Choose the type of diploma/credential awarded to the student in recognition of the student’s completion of the curricular requirements.

Valid values:

  • 806 – Regular Diploma
  • 816 – GED Credential
[S_PA_STU_X]Diploma_Type_Code3

Residence Status Code

Choose a residence code for all non-resident students. Leave this field blank for resident students.

Note: Specifying a residence code indicates that the student is a non-resident. Otherwise, the student is considered a resident.

[S_PA_STU_X]Residence_Status_Code

[S_PA_REN_X]Residence_Status_Code

N/A


PA State Auditors Report

School Enrollment Template

Student Calendar Fact Template

Economically Disadvantaged

Choose Yes or No to indicate whether this field is applicable to the enrollment.

[S_PA_STU_X]EconomicDisadvantage_TF

[S_PA_REN_X]EconomicDisadvantage_TF

N/A

Student Template/ Snapshot

PA State Auditors Report

Migrant

This field is no longer collected. It was moved to the archived section of the PIMS Student Template Data Fields.

[S_PA_STU_X]Migrant_TF

[S_PA_REN_X]Migrant_TF

1

PA State Auditors Report


Student Template/ Snapshot

English Language Learner

Choose Yes or No to indicate whether this field is applicable to the enrollment.

[S_PA_STU_X]ELL_TF

[S_PA_REN_X]ELL_TF

N/A

PA State Auditors Report

Student Template/ Snapshot

EL Status

Choose the student’s EL program status.

[S_PA_STU_X]LEP_ELL_Status_Code2
Title III Eligibility

A Title III indicator to identify which EL students are Title III served.

This field is conditionally required for ELs with a Valid Value of 01 in Field 41 (EL STATUS)

Valid Values:

  • Y – Title III served
  • N – Not Title III served
[S_PA_STU_X]LEP_Eligibility_YN1

Special Education Indicator

Choose Yes or No to indicate whether this field is applicable to the enrollment.

[S_PA_STU_X]IS_SPED_Student_YN

[S_PA_REN_X]IS_SPED_Student_YN

N/A

PA State Auditors Report

Student Template/ Snapshot

Student Validation

AVTS Program

Choose Yes or No to indicate whether this field is applicable to the enrollment

[S_PA_STU_X]AVTSProgram_TF

[S_PA_REN_X]AVTSProgram_TF

1

PA State Auditors Report

IU Inclusion

Choose Yes or No to indicate whether this field is applicable to the enrollment

[S_PA_STU_X]IUInclusion_TF

[S_PA_REN_X]IUInclusion_TF

1

PA State Auditors Report






Special Education IEP Indicator

Provide an indication of whether the student is a special education student. This field is used for tracking presence of IEP for Precode.

[S_PA_STU_X]Special_Education_IEP_Code

[S_PA_REN_X]Special_Education_IEP_Code


Student Template/Snapshot

Special Education Snapshot

Challenge Type

Student’s primary Challenge Type

This often is referred to as Disability throughout PDE.

Note: This should match Field 11 (PRIMARY DISABILITY) of the Special Education Snapshot template.

[S_PA_STU_X]Challenge_Type_Code

[S_PA_REN_X]Challenge_Type_Code


Student template/Snapshot

ADA Status Indicator (504 Plan)

Choose Yes or No to indicate whether the student qualifies as an individual with any disability (as defined in section 3 of the Americans with Disabilities Act of 1990 (ADA)). Under section 3(2) of the ADA, the term “disability” means, with respect to an individual, (A) a physical or mental impairment that substantially limits one or more of the major life activities of such individual; (B) a record of such an impairment; or (C) being regarded as having such impairment.

[S_PA_STU_X]IS_504_YN

[S_PA_REN_X]IS_504_YN

1

Student Template/ Snapshot

Program Services Code (Title I Part A)

A Title I Part A indicator to identify which EL students are Title I Part A served.

Valid Values:

  • Y – Title I Part A
  • N – Not Title I Part A
[S_PA_STU_X]Title_1_TF1Student/Student Snapshot Template

HSTW

Choose Yes or No to indicate whether this field (High Schools That Work) is applicable to the enrollment.

[S_PA_STU_X]HSTW_TF

[S_PA_REN_X]HSTW_TF

N/A

N/A

PIMS Homeless Participation Info Code

Choose the student’s homeless status.

[S_PA_STU_X]PIMS_Homeless_Code

[S_PA_REN_X]PIMS_Homeless_Code

1

Program Fact

PIMS Residence Status Code

Choose the student’s PIMS Residence Status code.

[S_PA_STU_X]PIMS_Residence_Status_Code

[S_PA_REN_X]PIMS_Residence_Status_Code

1

Student Calendar

School Enrollment

PA State Audit Reports

Funding District Code

Enter the AUN (Administrative Unit Number) for the school district that is financially responsible for the student.

[S_PA_STU_X]Funding_District_Code

[S_PA_REN_X]Funding_District_Code

9

Student Template

Calendar Identifier

Choose the calendar that applies to the student.

[S_PA_STU_X]Calendar_ID

[S_PA_REN_X]Calendar_ID

11

Student Calendar Fact Template

PA State Auditors Report

Out of District School Identifier

Choose the Identifier if the student is out-of-district.

[Students]PA_OutDisCal

[ReEnrollments]PA_OutDisCal

9

Student Calendar

Sending Charter School Code

Enter the school number of the charter school that contracted with the educating LEA to educate a charter school student.

Note: If there is a value in this field, you must enter a value in the District Code of Sending Charter School field.

[S_PA_STU_X]Charter_School_Location_Code

[S_PA_REN_X]Charter_School_Location_Code

9

Student Calendar

District Code of Sending Charter School

Enter the district number of the charter school that contracted with the educating LEA to educate a charter school student.

Note: If there is a value in this field, you must enter a value in the Sending Charter School Code field.

[S_PA_STU_X]Charter_School_Code

[S_PA_REN_X]Charter_School_Code

9

Student Calendar

Homebound Instructional Minutes

Enter the total homebound instructional minutes for each enrollment record.

Note: Homebound Instructional Minutes will not be collected for 2017-18 state reporting.

[S_PA_STU_X]Homebound_Ints11Student Calendar
Career Standards Benchmarks IndicatorChoose Yes (Y) or No (N) to indicate whether the student meets career standards benchmarks.

[S_PA_STU_X]Benchmarks_Indicator

[S_PA_REN_X]Benchmarks_Indicator

3Student Fact Benchmarks
School Building Override

Enter the school building number.

Note: Only whole numbers must be entered. Letters or decimal values are not allowed.

[S_PA_STU_X]BuildingOverride

[S_PA_REN_X]BuildingOverride

4
Student StatusChoose the status of the student.[S_PA_STU_X]Student_Status_Code1

LIEP Type


Choose the student's Language Instruction Educational Program (LIEP) type.

Note: This field is only required if EL Status is 01 or 06.

[S_PA_STU_X]LIEP_Type2Student/Student Snapshot Template

Legacy IEP (not Gifted)

Choose Yes or No to indicate whether this field is applicable to the enrollment.

[S_PA_STU_X]IEP_Not_Gifted_YN

[S_PA_REN_X]IEP_Not_Gifted_YN

N/A

N/A

Legacy Gifted and GIEP

Choose Yes or No to indicate whether this field is applicable to the enrollment.

[S_PA_STU_X]Gifted_TF

[S_PA_REN_X]Gifted_TF

N/A

Student Template/ Snapshot

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