PIMS Processing Instructions
Run the PIMS Download (menu path: select Regulatory from the main menu, select Pennsylvania submenu, select Extracts, and then select PIMS Download). See PIMS Download Prompts for information on fields.
Review the Log files and update data as necessary. You may review the errors on the Task Log Messages page (Viewing Task Log Errors).
Review the data that has been downloaded by going to the PIMS Download Summary page.
Correct any data errors, then repeat Steps 1 through 3 until you are satisfied with the results.
Run the PIMS Extract (menu path: select Regulatory from the main menu, select Pennsylvania submenu, select Extracts, and then select PIMS Extract). See PIMS Extract Prompts for information on fields.
If your district definitions include any district records that share a common state code value, the Student Calendar Verification process may not be able to identify the appropriate district name (for the district of residence, funding district, and so on) for the shared state code. In cases where multiple district names are found, the first (alphabetic) name will be used in the verification spreadsheet, and the name will be followed with an asterisk (for example, Madison High School*) to indicate this situation exists.
PIMS Download Prompts
Field | Description |
|---|---|
Download Type | Select the type that applies to the desired download(s): Student, Incident, Course, District, or DRC Staff. |
Building List | Select all buildings or select one or more individual buildings. |
School Year | Defaults to the current school year. |
Submission Period | Select the appropriate submission. |
Run Range | Enter the first and last days of the range (typically the first day of school and the Snapshot Date). This should initially default to the dates stored in the Submission Periods validation table, and later to the last date range entered for this download type and submission. |
View Type | Required for Student Calendar. Not required for all other submissions. |
Staff Student Course Type | Applies only to the Staff Student Course (SSC) Download Prompt. Select All to produce a download including all course-section sessions. Select Core to limit the download to course-section sessions mapping to a State Course Setup with the Core Course box selected. |
State Groups | Optional for Student Calendar. Not required for all other submissions. |
Create Graduating Withdrawal Records | Select this box to have PIMS Download create a School Enrollment record for each student meeting the following criteria:
The resulting School Enrollment record has an Enrollment Code of WD04 and an Enrollment Date showing the student's Academic page Graduation Date. If your district has a Rollover Criteria defined to close graduating senior Entry/Withdrawal records with the WD04 withdrawal code, you do not need to select this download prompt. |
Clear Existing | Select to delete existing download table records for the submission period, download, and filter criteria selected. (For more information on clearing records, refer to Clearing Download Table Records for Deleted Data). |
Clear All | Select to delete all existing records for the submission period and download selected. |
Exclude Summer Records | Select to exclude Summer Entry/Withdrawal records for specific downloads and extracts. |
Download Prompts | See the General PIMS Download Chart and Download Options for each submission. |
PIMS Extract Prompts
Fields | Description |
|---|---|
School Year | Select the appropriate school year. Defaults to the current school year. |
Submission Period | Select the appropriate submission. |
Student Calendar | Generates a spreadsheet that will include any data currently stored in your selected school year and submission. |
School Calendar | Generates a spreadsheet that will include any data currently stored in your School Calendar download table for your selected school year and submission. |
Extract Options | See the Download Options to see which extracts apply to each submission. Each option selected will generate one or more (for Discipline extract or Mastery Charter Schools) extract files. |
Additional Information
Removed the logic for setting the Birth Country in the PIMS Student download and set it to an empty string at all times. Removed the call to the ValidateAndSetBirthCountry function from the Student Download as well as the actual function from the ValidateAndSetStudentData file download table (PA_STU_DOWN).
The Student (STU) and Student Snapshot (SS) download will process the Homeless, Migrant, and Foster fields with valid values Y and N, if the student is on an Adult Affidavit Program (AAP).
The LLE Incident Number added to the Incident template and the Injury Severity Code added to the Incident Offender template for PA Discipline will be part of the PIMS download and extract files.
The Student Course Enrollment (SCE) download will not report courses that begin after a student has withdrawn from school.
The PA 2020 Keystone Exemption submission has been added for Keystone Exemption. This submission will process Keystone Exemptions in the Student Fact (SF) download. The submission will process the students who were enrolled in courses with an assessment code of KLIT, KBIO, or KALG1. The submission will report if the student is a first-time or repeat Keystone test taker and passed the Keystone course.
The CTE Student (CS), CTE Student Industry (CSI), Staff Student Subtest Act 13 (SSS), and Program (PRG) downloads with Submission Period U - Unused selected will process the Virtual Academies by determining the location value to report to the state. If the course building is not a virtual academy, the course building state code (the current location value) is reported. If the course building is a virtual academy, the student's SBRES program value is reported as location; and if the student does not have an SBRES program value, the course building state code is reported.
The Staff Student Subtest Act 13 (SSS) download will process LEP students. Only students with an LEP state code of 01 and 06 who are also First Year Exempt for the processing year will be excluded from the PSSAELA and KLIT tests report.
The Student (STU) and Student Snapshot (SS) download will process the AUN of the Sending Charter School field retrieved from the Charter School District field and the Sending Charter School Number field retrieved from the Charter School Building field of the PASC-Sending Charter School Program. The Gender Identity field retrieved from the Registration page's Gender Identity will also be processed. If the value has a state code other than M or F in the State Code Equiv value of 01, X will be reported; otherwise, a blank is reported.
The Course Instructor (CI) download will retrieve the Instructor ID based on the staff who was the primary teacher of the course for the longest time, and not the current primary teacher. The Teacher of Record override still functions as earlier on the PIMS Course page.
The offender template will only process the primary disability if the student is considered to be active in the Special Education program at the time of the incident and has a disability (priority 1) at the time of the incident for the Discipline (DSC) download.
The Student (STU) and Student Snapshot (SS) download will process the student’s enrollment state building if that building is not a virtual academy. If the student is enrolled in a virtual academy, the SBRES program building state code value will be reported as the student’s location.
The Student Course Enrollment (SCE) download will process the student's location as the course state building if the course building is not a virtual academy or the student enrollment state building if the student enrollment building is not a virtual academy. If the student enrollment building in a virtual academy, the SBRES program building state code value will be reported as the student’s location.
The Course (CRS) and Course Instructor (CI) downloads will process one record per brick-and-mortar (non-virtual) location as the course state building if the course building is not a virtual academy or the student enrollment state building for students who are in the course if the course building is a virtual academy. If the student in the course is enrolled in a virtual academy, the SBRES program building state code value will be reported as the student’s location.
The Student (STU) download will process the APC codes by retrieving the State Code Equivalent values from the validation tables.
The Student (STU) download will process the warnings to be output into the debug file instead of the log file when verifying the State Entry Date and District Entry Date against the student's School Entry Date.
The Student (STU), Enrollment (ENR), Student Fact (SF), Student Award Fact (SA), Student Group (SG), Course Instructor (CI), Student Course Enrollment (SCE), and Student Career Benchmarks (CB) downloads will exclude Summer Entry/Withdrawal records if the Exclude Summer Records option is selected.
The Course (CRS) download will use the End of Course Exam Override if it exists, but otherwise, will retrieve from the state course assessment code when the assessment code starts with K. KAGL1 will translate to KALG.
The Course (CRS) download will include the College Credits Earned and Organization Defining Course field details for a dual credit course. An error will be logged if either field is missing, if the course is for dual credit.
The Programs (PRG) download will process the Learning Locations with Mode of Instruction (MOI) Program State Code Equivalent values 60/61 or 060/061. The MOI program will only be downloaded if the student is in the program for at least 6 membership days.
The Discipline (DSC) download will sum up the Actual Duration field durations of duplicate or similar state code equivalent actions for individual incidents, based on severity. For example, if the In-School Suspension (ISS) is the most severe action type and has multiple entries, their durations will be combined to accurately reflect the actual duration in state reports.
The Course (CRS), Course Instructor (CI), and Student Course Enrollment (SCE) downloads will include the transfer course and regular buildings as part of the Building prompt in the PIMS Download page to include the transfer buildings' information.
The Staff Student Subtest Teacher-Student Linkages (TSL) download will help districts pre-populate custom student lists for teachers, enabling them to view historical student data in PVAAS while remaining compliant with Act 13 (Staff Student Subtest).
The PIMS download and extract processing will replace special characters in the Student First Name, Middle Name, and Last Name with the closest corresponding standard alphabet characters (for example, converting "Stepheñ" to "Stephen").
The PIMS Discipline (DSC) download will include the Charter School AUN as the Submitting AUN in the Incident Offender template if the student building is a charter school.
The PIMS Discipline (DSC) download will retrieve the local AUN for the Sending District or Charter AUN column, only for foster students with Residency status as B-1305: Non-resident foster child (resident foster parent).
The Student (STU) and Student Snapshot (SS) download will process the Home Location field in the Student template as BLANK for a charter building.
The Staff Student Subtest Act 13 (SSS) and Staff Student Subtest Teacher Student Linkage (TSL) download will include courses under PSSA Science Grade 5 (PSSASCI5) to the PSSA assessments.
The Student (STU) and Student Snapshot (SS) will include a custom code, PAIU, to identify Intermediate Units. If a district has a custom code PAIU, the system validates each student's Enrolled Building State Code Equivalent against the Building Code in the Charter School/Intermediate Unit Building District Information validation table. If a matching record is found, the StateDistrict is set to the corresponding AUN Code in the Student Template. If no matching record exists, the student record is processed as usual.