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With the new enrollment/withdrawal codes, there is not a way to track students transferring between regular and special education. In powerschool we would use W19/R1 to indicate the date that the student transferred from reg. ed to SE or SE to reg. ed. Now those dates will not be captured. Is that going to present an issue for PIMS submissions?
For School Enrollment Template—the Division of Data Quality is not tracking movement of a student for every circumstance. Hence, the new Enrollment Codes do not capture every situation.
For Student Calendar Fact Template (Child Accounting Collection)—we expect the schools to have more than one Student Calendar Fact record when a student (1) changes from regular ed to special ed, (2) changes residence status/district of residence/funding, or (3) changes calendar/curriculum.
Contact your student information system vendor to learn how to accurately code students for both templates.
Do you have a date that the 14-15 Child Count Resource Guide might be available?
By the end of October
Since we no longer can compare PennData to PIMS, is there a way you can help us identify potentially ‘missed’ students?
Compare previous year’s count with current year count, also taking into consideration exits from previous year.
Are we getting a copy of this PPT?
Yes will be posted on DQN site.
When do we use the below withdrawal codes on the school enrollment template, and how do they affect our special education submissions (July-Dec) What are these being used for?
These codes do not affect your special education submissions. They should however match your special education exit reason and grad status codes.
Could they elaborate the difference between the DQE and the edit checker as it relates to Special Ed?
Both will check rules related to special education. Edit checker cannot check student data from previous years or other DQE rules not related to special education fields. Edit checker can produce preliminary comparison reports.
Can you send the Special Ed DQE checks to the PIMS Administrators as well as the IU Data Managers?
They will be posted on the DQN site
When will spot checker comparisons be generated?
When all LEAs within an IU have been submitted or when the IU Data Manager informs PSU that no more files will be sent from an IU.
Statement was made that anyone with a Y in Referral flags can't have been submitted in a Student Template. What if the student was reported for 10/1 and then gets outplaced meaning they now need a SpecEd Referral value of Y?
They would originally be reported as a Y. After they are outplaced they would be reported as an N. If you receive a DQE error you should request an exception.
A special education student was in our district for a week, we found he needed additional services and was placed at another placement for special education placement. We submitted an enrollment record for 9/22/14- E02; 9/26/14-WD05 So on their student template their special education referral was a N on 9/22 it then changed to a Y due to the transfer. We got a DQE error, were told to submit a data exception request and it was denied because “there should not have been a school enrollment record since student left before Oct 1” How are we to handle these transfer students??
You should request a data exception that will be granted if that is the only error. Please give a brief summary of the situation in the notes section when requesting the exception.
The new "S" code takes care of summer graduates reporting for special ed students....will there be something coming that would similarly take care of summer transfers/move outs/etc? We often learn about students moving or changing to cyber or homeschool AFTER the July 1 report. Those students had to be manually added to our July 1 template last year to account for their exit from special ed the summer prior
There have been discussions related to this topic at PDE.
Do Ward of State students in Medical and Psychiatric facilities that are considered Special Ed need to be reported by the District where the hospital and Psychiatric facilities are located
Can CTCs leave the special ed student codes (Y for spec ed and challenge type) in the student and student snapshot blank or N for Special Ed submission? Please provide additional information on the referral - when the IU is educating the student
No. If the student has a valid IEP they must have a Y in field 38 and a valid code in field 34.
Relative to the student template of a student is placed, clearly field 167 should be a "Y." If the student returns to the home district, should the "Y" be removed from field 167 in the next student-template submission and an "N" be used instead?
If no AUN or building code exists, we must put the name of building or agency - is this ONLY for the Special Ed template or all PIMS templates that no longer can use 9999?
Only for special education template
We have a question regarding our 1306 students who are in residential facilities in other school districts. Do we report those students on 12/1 since we are paying the bill or does the school district where the facility is located report those students.
This answer has been updated to: District of residence reports
If CTC has prior year information in the fields, can the DQE ignore the validations in those fields?
Field 71 in the Special Ed Snap, which field in the student template does that map to? Field 2 or 117 ?
It does not map to a specific field in the student template
If a district has homeschool students that come in for speech services how do we report them? How are they coded
Report as regular education student – home education program. These students are not reported in the December or July special education collections.
Can you please reclarify how to report field 167?
If the school district or charter school has not reported the student for any other PIMS reporting purposes for the current school year, and is only reporting the student for special education purposes, use Y.
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