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Quick Reference User Guide for Completing Title I Participation Data on PIMS

ADDITIONAL WINDOW FOR 2018-19 DATA REPORTING!—In order to reduce the burden for the SY 19/20 C1 collection, the Pennsylvania Department of Education is preparing to open this data set as part of PIMS Collection C5 for SY 18/19.  Please note that you will be able to report your 2018-19 Title I participation data during the Collection C5 window from June 17, 2019 through August 31, 2019.  You should make every effort to submit this Title I participation data during this time frame.  However, DFP will then open a correction window that will allow you to submit your data (original submission or corrections) through October 29, 2019.  A complete timeline is on the following page.

The Title I Participation data is mandated by the federal government to be collected on an annual basis.  The data is used at the federal level to analyze program participation and to guide policy and programmatic decisions at the national, state and local level.

The aggregate LEA data reported is from the prior school year and includes participation counts by Targeted and School Wide program, ethnicity, grade, and special needs data by program type.

These data are to be reported for the school year ended 6/30/19, and all of the information needed to assist you with these collections can be found in the PIMS manuals, Vol. 1 and 2, and the PIMS Elementary/Secondary Consolidated Data Collection Calendar.  (The updated versions for 2019-20 will not be available on the PIMS website until August 2019; however, the pertinent information informing our collection as far as content is concerned remains applicable and is currently available in the 2018-19 versions of the PIMS Manuals on the PIMS website.)

Also, the Division of Federal Programs (DFP) will again be supplying your LEA (Local Education Agency) with a template designed for this collection.  We strongly suggest the use of this template which is tailored to simplify data entry specific to this collection.

What you are providing:  Title I Student participation data for the school year 2018-19.  Please include in your total participation counts any student who received Title I services at any point during the 2018-19 school year.

PIMS Collection Data Set Name:  C1 Title 1 Student 2018-19 (This is the first item on the PIMS Elementary/Secondary Collection Calendar and will appear on the 2019-20 version, once it is updated in August 2019 on the PIMS website)

Template Name:  Title I Part 18-19_DistrictFactRpt_Template  This template will be e-mailed to you as an attachment in an information e-mail from your Regional Coordinator in DFP prior to the collection due date and can also be found on the PIMS home page under the heading EXCEL REPORTING TOOLS.

Data Entry on Title I District Fact Reporting Template:  The template contains two tabs; the first tab (“Questions”) is basically a form where you enter your actual data.  You need only respond to the questions or areas that pertain to your particular Title I programs, categories, grade levels, etc.  Any areas that you did not serve or did not pertain to your program may be left blank (e.g., if the extent of your program was Grades 2-8, you will enter data only in those cells and leave lower and higher grade areas blank.)  Any cells where you entered no data will default to a value of “-99999”.  There is no need to revise this value; it is an indicator for PDE use only.  The entries on the “Questions” tab will automatically populate the excel sheet on the second tab (“DISTRICT_FACT”) as they are entered. When you have completed your entries, you will then upload the second sheet (“DISTRICT_FACT”) to PIMS.

PIMS Manual References:  Please refer to the PIMS Manual Vol.1  for technical information as well as a sample submission of the District Fact template.  Please refer to the PIMS Manual Vol.2, Appendix AE , for descriptions of each data item that is being requested for this collection. (Again, the manuals will be updated in August 2019; but you can still refer to the current PIMS Manual Vol.1, pp. 88-92 for a sample version of the template, and to the current PIMS Manual Vol.2, Appendix AE, pp.182-193 for a description of the data items being requested for this collection.)

ACS for Title I Collection:  An Accuracy Certification Statement (ACS) has been developed for this collection, and we require the submission of this ACS each reporting year.  The information needed to successfully complete the task of submitting the ACS is listed below:

  • ACS Report to Run:  Title I Participation – ACS”– this should always be run as a .pdf.  This run will produce the ACS for your LEA, as well as a report showing the Title I data you entered in an excel format similar to the template on which it was submitted.  When the report is run, the ACS file name should appear as it does in the following example:  if it was submitted on July 1, 2019 at 10:34 a.m., it would appear as “123456789ACS_Title I_18-19_20190701_1034.pdf (the characters shown in blue bold italic represent the AUN and Date/Time that would be unique to your LEA’s submission).
  • Sending your ACS to PDE:  The Title I ACS should be sent to the following RA-Account at PDE:
    RA-EDACSSubmission@pa.govPlease use the label “ACS_Title I_2018-19” in the subject line of the e-mail.  These e-mails will be forwarded automatically to our Division of Federal Programs office, so there is no need to submit any additional copies to us.
  • Timeline – The timeline for submission of the 2018-19 Title I Student participation data is as follows:       
    • Collection 5 window – June 17 through August 31, 2019
    • Correction window – September 1 through October 29, 2019: for our collection, LEAs may use this time period to submit corrections to initial upload, or for original submissions that were not accomplished during the original collection window.  Please note that LEAs that have not submitted their original upload by October 29 will be subject to DFP risk assessment points related to program monitoring. 
    • ACS due date - November 8, 2019

We appreciate the timely submission of accurate data.  If you have program specific questions regarding the Title I Student participation data reporting, you may contact Kelly Gallatin in the Division of Federal Programs at 717-783-3403 or via e-mail at

As always, if you have any PIMS-related technical issues or any problems with the upload of this data to PIMS, please contact the PIMS Help Desk at 800-661-2423.