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PIMS Data Collections and Reporting Timeline Modifications Due to COVID-19

Topics: ACS Electronic Signatures | Assessment | Bus Drills | Bus Evacuation Drill ACS and Security Drill Certification | C6 Collection Impacts | Child Accounting | EL Immigrant EOY Internal Snapshot | Fire and Security Drills | Interscholastic Athletic Opportunities | School Reconfiguration | Snapshots

Page last updated: August 11, 2020

The information below provides guidance on PIMS data collections and reporting timeline modifications. Unless otherwise noted, data collections and reporting remain unchanged at this time. Local education agencies (LEAs) are strongly encouraged to keep student information systems and other data systems up to date.

Assessment

Due to cancellation of statewide assessments (PSSA, PASA, Keystone exams), the PIMS Data Collections will be updated as follows: (please note the update for the Summer Keystone Precodes below)

  • Internal Snapshots not being generated:

    • PSSA Accountability Reporting for ELA, Math and Science (data as of 4/24, 5/1 and 5/1)

    • PVAAS Student RV Gap Enrollment 1 (data as of 5/11)

    • Spring Keystone Reporting (data as of 5/22)

    • PVAAS Student RV Gap Enrollment 2 (data as of 5/22)

  • Internal Snapshots still being taken on May 29:

    • Grade 11 Keystone Accountability (data as of 5/22)

    • SPP – School Performance Profile (data as of 5/22)

  • Internal Snapshot now being taken on June 16th:

    • Summer Keystone Precodes (data as of 6/16)

      • NEW ACS Due Date 6/26

  • C6 Student Local Assessment collection scheduled to close on June 24, 2020 will not be collected.

  • Roster verification in the PVAAS system has been cancelled for the 2019-20 SY. Communications were distributed to LEAs by SAS EVAAS.

Internal Snapshot as of March 13

The Department of Education will be taking two snapshots on May 29: data as of 3/13/2020 and 5/22/2020. LEAs should ensure that Student, School Enrollment, and Programs Fact data, is complete and accurate on prior to the snapshot being taken. Data may be uploaded to these templates at any time prior to May 29th in the C6 Student Updates 2019-20 data set.

Child Accounting

Guidance surrounding Child Accounting Reporting & Student Enrollment and Attendance can be found on PDE's COVID-19 website.

ACS Electronic Signatures

Accuracy Certification Statements (ACS) provide confirmation that Local Education Agency (LEA) data submitted in a specific data collection is complete and accurate. It is an indication that data are final and provides 1) a certification that the Chief School Administrator has reviewed and signed off on the data accuracy and 2) is essential documentation for potential audits.

To facilitate the timely submission of ACSs and accommodate the unique needs of working remotely, electronic signatures will now be accepted on ACSs using one of the two methods detailed below.

  • Option A: The use of actual signatures is encouraged whenever possible. This method requires that the document be printed, signed, scanned, and then submitted.

  • Option B: If printing and scanning are not possible, the use of an electronic signature is permitted.  If this option is utilized, the ACS must be submitted by attaching it to an email from the Chief School Administrator.

Fire and Security Drills

Due to the March 13, 2020, school closure, the following additional reporting instructions are provided for reporting Fire and Security Drills:

  • For schools that conducted a fire or security drill for the month of March, report the drill as you would for any other month.

  • For schools that were not able to conduct a fire or security drill for the month of March because of the closure, report that the drill was not conducted:

    • Report "N" in field 18 (INDICATOR).

    • Report "03" (Other) as the reason the drill was not conducted in field 7 (CATEGORY 4). 

    • Report "COVID-19 Mitigation" in field 22 (COMMENT).

  • For the months of April, May, and June, report that the drill was not conducted, as you would for any other month in which school was not in session:

    • Report "N" in field 18 (INDICATOR).

    • Report "02" (School not in session during this month) as the reason the drill was not conducted in field 7 (CATEGORY 4).

Bus Drills

  • For schools that conducted a bus evacuation drill for the month of March or were not required to conduct a bus evacuation drill, report the drill, or lack thereof, as usual.

  • For schools that were not able to conduct a bus evacuation drill for the month of March because of the closure, report that the drill was not conducted:

    • Report "N" in field 18 (INDICATOR).

    • Report "COVID-19 Mitigation" in field 22 (COMMENT).

Bus Evacuation Drill ACS and Security Drill Certification

  • The Bus Evacuation Drill ACS and Security Drill Certification report has been modified so that the Chief School Administrator is certifying that the data reported regarding the bus evacuation drills is accurate. Please note there are two different certifications in the report, one regarding the accuracy of the Bus Evacuation Drill data, another certifying that the required security drill was conducted.

  • There has been no change to the certification regarding the security drill required within 90 days after the commencement of the school year.

  • If the Bus Evacuation Drill ACS and Security Drill Certification is signed electronically, it must be attached to an email sent from the chief school administrator to ra-edsafeschoolsrep@pa.gov. Additionally, the email must contain the following statement:

    • I am submitting the attached Bus Evacuation Drill ACS and Security Drill Certification run on [date] at [time] (see date and time stamp on the report) with my electronic signature(s) indicating the appropriate certification are made.

  • Bus Evacuation Drill ACS and Security Drill Certifications not meeting this requirement will be rejected.

C6 Collection Impacts: Career Standards Benchmarks, Non-CTE Industry Credentials/Work-Based Learning Experiences, and Course/Instructor

Due to significant disruption of data collection as a result of COVID-19, the Future Ready PA Index' Career Standards Benchmark, Industry-Based Learning, and Rigorous Course of Study indicators will not be updated for Fall 2020. Instead, the 2018-19 data will be displayed and will be labeled as such. 

To ensure data continuity, LEAs are to report data in the C6 Career Standards 2019-20, C6 Non-CTE ICN/WBLE 2019-20, and C6 Course Instructor 2019-20 data sets. Additionally, data reported in the C6 Non-CTE ICN/WBLE 2019-20, and C6 Course Instructor 2019-20 data sets will be used to calculate the Industry-Based Learning and Rigorous Course of Study indicators for the Fall 2021 Future Ready PA Index.

Collection standards and timelines remain unchanged. LEAs identified as having incomplete data near the end of the collections can expect communications from PDE in this regard.

Beginning with Career Standards Benchmark data reported in the 2020-21 school year, for display on the Fall 2021 Future Ready PA Index, PDE will not look across LEAs to determine if a student has already met a benchmark. 

  • Where more than one LEA is accountable for a student, each LEA is expected to report whether a student has met the appropriate benchmark. 

  • If one accountable LEA reports that a student met the benchmark, and a second does not, the student's benchmark attainment will only be counted for the reporting LEA.

  • For example, the benchmark status for a student attending a school district high school and a comprehensive CTC would be reported by both. Although the indicator based on 2019-20 data will not be displayed, LEAs are to report Career Standards Benchmark data in this manner for the 2019-20 school year.

Industry credentials and work-based learning experiences outside the scope of an approved program are to be reported in the C6 Non-CTE ICN/WBLE 2019-20 data set. There is no additional guidance related to this data set.

Course data is to be reported in the C6 Course Instructor 2019-20 data set. Course data is to be reported for any course that began prior to March 13, 2020, regardless of end date. Courses that began after March 13, 2020 will not be reported.

Interscholastic Athletic Opportunities

  • Reporting the number of team participants: If a team roster was established, report the number of participants rostered. If participants for a team were not selected or rostered, report zero participants. 

  • Reporting the number of competitions scheduled and played: Report the actual number of competitions scheduled and the actual number played.

  • Reporting coaching staff: Report the number of head and assistant coaches (both full- and part-time) hired for each team, regardless of whether participants were rostered, or competitions played.

  • Reporting expenditures: Report only actual expenditures. If planned expenditures were not made, do not include them in the reported expenditures.

EL Immigrant EOY Internal Snapshot

  • The current date for the snapshot is on 8/15/2020. Since that is a Saturday, we are moving the Snapshot Date to 8/17/2020. Please note a revised Data Collection Calendar will not be posted.

School Reconfiguration Updates for SY 20/21

  • At times, school districts may find it necessary to make changes to their school organization. A school district shall obtain approval of the Department prior to making these changes.  However, LEAs should not request school reconfiguration changes for temporary moves for the 2020-21 school year. This guidance does not reflect a change in policy; LEAs should never make a request to permanently close a school for a temporary situation.  If LEAs wish to request permanent changes, then the standard procedures for submitting would be in effect.

  • Examples of Temporary Closures include, but are not limited to the following:

    • Closing a school building for one year due to renovations.

    • Moving certain groups of students to different buildings / schools in the coming year to meet social distancing guidelines.

  • Cyber programs within the LEA are not considered independent schools.  These are considered programs within the school district, regardless of their permanent or temporary status.  Additionally, due to their fluidity, on-demand changes to instructional delivery models are not to be consider a school change.

    • Students should all be reported at their home school, and the teachers teaching these students should be reported at the student’s home school. The same is true of administrators, coordinate services personnel and support personnel. (This may mean staff that are reported part-time in multiple buildings for staff assignment would still be considered full-time, if their assignments total 100%.)