How do we report a spec ed student that is served out of state for all/part of the year?
If the school district placed the student out of state school, then the school district will report the membership/attendance for child accounting. To identify this membership, use the Calendar Program Code "OOS" in School Calendar, field #8.
Our school districts like a preliminary Time and Attendance report in March. Are we able to upload during C6 and then go to COGNOS and download current year preliminary reports at any time?
You can not upload Child Accounting files (School Calendar, Student Calendar Fact) in Collection 6. The end-of-year collection for 2016-17 sy will open in June (C5). PIMS Sandbox is usually available 2 weeks prior. You may be able to run reports in your SIS that you can evaluate for accuracy.
with regard to Multiple Calendar Fact Records - you stated that the Special Education indicator usually causes 2 records on this report. Are you saying if a student is identified as Special Ed and now has an IEP, we should create another enrollment record reflecting that change in status?
For child accounting, the student would have two Student Calendar Fact records. One record with "N" and the other with "Y" in their Student Calendar Fact record, Special Education Indicator, field #15.
Can you recommend a process for accounting for students who routinely leave for extended vacations? They are absent for more than 10 consecutive school days, and do not enroll in another LEA during that time. We send assignments with them to complete. Does that mean they are still on our "Membership" even though they are not attending? What do other districts do in this situation in terms of accountability and enrollment?
First you want to follow your school district policies. Our typical response for child accounting: the family may take advantage of your "educational trip" policy. These days the student would be counted in membership with excused absences. Then withdraw the student because they are physically not in the school district to receive education. Put the student back on your rolls when they return.
If a child attends multiple school districts in a calendar year, isn't is possible that the child may have more days enrolled than the possible enrollment days for each of the individual districts? Will this permit an exception?
When multiple entities educate and report membership, it is possible a student will accumulate more than 1.000 ADM. If one entity were to report more membership days than days in session, the records would be flagged on the "Students with Multiple Calendar Fact Records" report in PIMS.
How should districts track attendance for homebound students?
Each LEA has an attendance policy. Students receiving Homebound should also follow this policy. A student who received at least 5 hours of instruction per week is counted in membership the full week. If the student receives 3 of the 5 hours, they would be marked excused or unexcused absent for two days, based on your policy.
Any student involved with CYS is considered foster care student." Does this include students who are still with their biological/custodial family but have a CYS case?
Students in the care of CYS who are removed from the home are considered in "foster care." Student could be placed in a 1305/foster home or in a 1306/residential facility.
Want to know if there can be a list of all entities that report to PIMS
School districts, intermediate units, career and technology centers, charter and cyber charter schools, private residential rehabilitative institutions, and approved private schools upload child accounting data in PIMS. If you are unsure, ask the educating entity.
Madeline we recently had a phone conversation about a 1305 non-resident student who was no longer under the auspice of Children and Youth. The foster parents were granted guardianship by the courts but the non-resident parents still maintained parental rights. Even though the the student was in our district he attended a full-time CTC. The student was later placed in a juvenile facility. So when we, the home district, received the 4605 from the juvenile facility we did not claim this student as ours because he was a non-resident student and his parents still had parental rights. This has caused a lot of consternation and many phone calls. Could you re-affirm your explanation on the way this student is to be reported.
According to PA School Code 13-1306, the parent's school district is responsible for the students education. The acknowledgement form (PDE-4605) should be sent to the resident school district. In most cases, if a 1302/affidavit student or a 1305/foster student is in a day program, the district where the student is living is responsible for their education.
We have a student that out on special ed referral and the referral ended on 2/3/2017 and then comes back to the district 2 weeks later should the entry enrollment date be the date they came back or should it be the day after the referral end from the other AUN
This student was not educated for two weeks--no LEA is reporting those membership days.
When a special education student continues their education until they are 21 and receives their diploma at the end of the school year in which they turn 21, are they considered aging out or a graduate?
Grad/Drop/Cohort Reports (PDE):
Graduate. PDE Will be eliminating the aged out enrollment/grad status codes for the next reporting year so the student will be coded as grad status G, Diploma Type 806, and Enrollment / Withdrawal Code WD04.
Student who show up on the Dropouts who Re-Enroll and Dropouts Reported Elsewhere need to be addressed/fixed. The PIMS Helpdesk has said to send the student template with an updated Grad Status in the previous school year but DO NOT change the enrollment template. On another day the PIMS Helpdesk has said to send the student template with the updated Grad Status but DO send an updated enrollment template. The one PIMS Report does tell you to send an enrollment template to fix the WD01 or WD09 code. I have done this both ways and the ONLY time it has removed students from the reports is to resend the enrollment template along with the student template. The latter is what makes logical sense to me. But what is the correct way? Also what is the correct way to address/fix those students who left AFTER the official October enrollment date then re-enrolled the following school year before the October date? Can this info be added somewhere in the PIMS manual or on the reports themselves?
Grad/Drop/Cohort Reports (PDE): Agreed. PDE will be issuing a new How To Guide, and fixing reports for consistency.
why did you mention we can still change data when they have already frozen the data and the windows have closed?
Grad/Drop/Cohort Reports (PDE):
There were a few special cases were some corrections were permitted after the fact. Only in cases where the PDE executive group mandated it and that was only for a special circumstance. For 16-17 SY reporting the plan is there will be earlier communication sent on cohort grad rate and no post freeze changes will be permitted.
Please repeat what statistics get reported on SPP
4 Year Cohort and current year dropout for the Grad Drop Collection.
"How do you get on JC's email list? "
JC doesn’t have an Email list. Grad Cohort communications are sent to emails listed on registered PIMS Admin accounts for all schools. Ensure PA.GOV domain is whitelisted and you have an accurate email address for your PIMS Admin accounts. See your PIMS Security Administrator for assistance.
In the DRC system, a cyber charter school attributed two students back to our school district. The students withdrew from our district. They enrolled in the cyber school. The cyber charter school billed us for these students all school year. At the beginning of the next school year, the students did not return to the cyber charter school. They were over 18 years old. The cyber charter school said they dropped out and it should be attributed back to our school. Is this correct?
Cyber Charter, Regular Charter, School Districts, and Full-Time Comprehensive CTCs are responsible for reporting dropouts, graduations and transfers. Transfers are only allowed in another school requests records for the student or if the parent states the student is leaving the United States and will be educated in a foreign country or territory. Charter Schools MUST NOT attribute dropouts to the district of residence for grad cohort reporting. All dropouts are the responsibility of the Charter School. The Charter School does need to notify the School District of the dropout for compulsory education.
To clarify, the cohort reports will have information for all LEA's?
Yes, but only Cyber Charter, Regular Charter, School Districts, and Full-Time Comprehensive CTCs receive grad rates on the SPP. So many of the reports show information that does not apply to an IU or a part-time Occupational CTC.
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