PIMS Special Education Snapshot EOY
July Collection (C4)
This collection is the unduplicated number of children ages 14 and older as of July 1 of the current school year and any other special education student with a transition plan as part of their IEP. The transition data is collected under Act 26 of 2016, the “Work Experience for High School Students with Disabilities Act,” and will be reported to the Pennsylvania Department of Labor and Industry’s Office of Vocational Rehabilitation (OVR) to provide pre-employment transition services to students with disabilities and facilitate the process of job and career development between LEAs and public and private employers to ensure the successful transition of high school students with disabilities into competitive integrated employment. The collection is also the unduplicated number of children with disabilities who are ages 14 through 21 and were in special education at the start of the reporting period on July 1 and were not in special education at the end of the reporting period on June 30. The IDEA requires the data collected, Section 618. The data are also used for monitoring the programs and activities under IDEA.
The PIMS July collection template will be used for the EOY submission and describes the primary details of students' participation in special education in the current school year. The extract includes all special education students aged 14 years or older as of July 1 of the current school year or any student with a transition plan as part of their IEP. All Pennsylvania school districts and charter schools must submit the following templates as part of the Special Education Data Collection:
PIMS Student template
PIMS Special Education Snapshot (EOY) template
Submission
The timeline for the EOY snapshot submission is the June 30 of the current school year.
Prerequisites
The report includes records from the Student's table that meet the following criteria:
The Residency Type must be blank or not equal to Ward of State (PIMS=01).
The IEP Meeting Date must be before the last day of the current school year and after the last day of the last school year (last day of the current school year minus 1 year), or the Annual Review Due Date Calculation is before the last day of the current school year and after last day of the previous school year (last day of current school year minus 1 year).
The Special Ed Exit Date is blank or is after the first day of the current school year.
The student's Transition Status is true, or the student is 14 or older by the last day of the current school year.
The student's primary disability is not Gifted (keyword).
The student's home school is linked to the school district that matches the school district in Globals – Your District.
Students must not be excluded from PA state reporting.
Include the inactive students.
Field Locations
Use the following field locations to update prerequisite data:
Field | Location |
|---|---|
Residency Type | Student profile, Demographics/Enrollment/Contacts section, under Student Enrollment Information |
IEP Meeting Date | Student profile, Eligibility section, under Data Workflow Chart |
Special Ed Exit Date | Student profile, Eligibility section, under Special Education Information |
Transition Status | Student profile, PIMS section, under Snapshot |
Primary Disability | Student profile, Eligibility section, under Special Education Information |
Home School | Student profile, Demographics/Enrollment/Contacts section, under Student Information |
Exclude from PA State Reporting | Student profile, Eligibility section, under Special Education Information |
View Report
From the Reporting menu, choose Standard Reports.
Click PIMS, then click PIMS Special Education Snapshot EOY.
Review the report to ensure that all students with active IEPs are present and funding categories are entered.
Report Field Description and Criteria
Data Element | Data Source | Type of Data Entry (Manual, SIS Integration, or Form) | Profile, Section or | Profile or Form Field | Keyword Table |
|---|---|---|---|---|---|
Submitting Aun | Globals.ThisDistrict.ID | SIS Integration | Globals | Your District's ID | N/A |
School Number | Locations code connected to Globals.ThisDistrict | SIS integration or manual entry | Location and Global, ThisDistrict | Location Code | N/A |
School Year Date | (DateYear(Globals.LastDayOfSchool) + "-06-30" The year value of the student's last day of the current school year with "6-30" appended as the day and month values. For example, 2022-6-30. | Manual entry with the end-of-year rollover | Globals, School Calendar | Student's Last Day of Current School Year | N/A |
PASecureID | StudentID | SIS integration or manual entry | Students, Demographics Enrollment | PA Secure ID | N/A |
Special Education Teacher Name | CaseManager | Manual entry | Students, PIMS | Special Education Teacher Name | Staff Table |
Primary Disability | PrimaryDisability
| Form to Profile | Students, PIMS | Primary Disability | ExceptionalityTable |
Secondary Disability | SecondaryDisability
| Form to Profile | Students, PIMS | Secondary Disability | ExceptionalityTable |
Amount of Special Education | AmountofSpEdServices Reports PIMS value 01, 04, or 06. IEP Placement section, B1, Amount of SE supports | Form to Profile | Students, PIMS | Amount of Special Education Services | AmountOfSpEdServices |
Type of Support | Calculated TypeOfSupport IEP Placement section | Form to Profile | Students, PIMS | Type of Support | TypeOfSupportTable |
Primary Placement Type | PrimaryPlacementType Reports a Yes or No value. | Manual entry | Students, PIMS | Primary Placement Type | N/A |
Date Exited | SpecialEdExitDate When a student is determined to no longer qualify as indicated on the re-evaluation report or EWC form.
| Form to Profile | Students, Eligibility | Special Ed Exit Date | N/A |
Snapshot Date | PIMSSnapshotDate Globals- School/Calendar (Manual Update with Year-End Roll Over) | Manual entry | Globals, School Calendar | PIMS Snapshot Date | N/A |
Educational Environment | LRECategory IEP LRE, Section A, Percentage Category or Section B | Form to Profile | Students, PIMS | Educational Environment | LRECategory |
Transition IEP Status Code | TransitionStatus IEP Transition Planning section Calculated | Form to Profile | Students, PIMS | Transition IEP Status Code | N/A |
Educational Environment Percentage | EdEnvironmentPercent IEP LRE, Section A, the Calculation value | Form to Profile | Students, PIMS | Educational Environment Percentage (School Age Program) | N/A |
Reason for Exiting | ProgramExitReason When a student is determined to no longer qualify as indicated on the re-evaluation report or EWC form, reports the PIMS code.
| Form to Profile | Students, Eligibility | Special Ed Exit Reason | ExitReasonTable |
LEP Status | LEP This value is set when the student is marked as having limited English proficiency (Does the student have limited English proficiency?) on the Special Consideration section of the School Age IEP document.
| Form to Profile | Student, PennData | Limited English Proficient | N/A |
Service Provider | ServiceProvider Reports the first nine digits of the location ID specified in the Service Provider field of the PIMS section of the Student Profile. If Service Provider is blank, report the first nine digits of the Globals "Your District's ID".
| Manual entry | Students, PIMS | Service Provider | N/A |
Location of Special Education Services | If Educational Environment has a value of 15 (home), the value of HOME displays in this field. Reports the last four digits of a valid location ID from the Serving Location or Serving Location Override. 9999 and 0000 are not valid values. Reports the building name of the Serving Location or Serving Location Override if the ID does not have an underscore and a four-digit value at the end of the field (_####), the location has a _9999 ending ID, or does not have an _ underscore at the end of the ID. For example:
| Profile | District | PIMS Snapshot | N/A |
Trans IEP | TransitionWorkLearning IEP Transition Planning section | Form to Profile | Students, PIMS | Trans IEP (Comp Int Paid Work Exp) | N/A |
Trans IEP | TransitionJobSupports IEP Transition Planning section | Form to Profile | Students, PIMS | Trans IEP (Job Coaching) | N/A |
Trans IEP | TransitionCareerDev IEP Transition Planning section | Form to Profile | Students, PIMS | Trans IEP (Comp Int Emp Goal) | N/A |
Trans IEP | TransitionModified IEP Transition Planning section | Form to Profile | Students, PIMS | Trans IEP (Comp Int Emp) | N/A |
RACE/ETHNICITY | Ethnic.PA_Codes This is a calculated field for the student's race and ethnicity. When more than one race is selected, then PA-Code 6 Multi-Racial is displayed. When more than one race is selected, and PA-Code 4 Hispanic or Latino is also selected, then PA-Code 4 Hispanic or Latino is displayed. | Integration Profile | Students, Demographic | Ethnic | EthnicTable |
