PIMS Special Education Snapshot EOY
July Collection (C4)
This collection represents the unduplicated number of children aged 14 and older as of July 1 of the current school year, along with any other special education students who have a transition plan as part of their IEP. The transition data is gathered 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 for students with disabilities. This facilitates job and career development between LEAs and public and private employers, ensuring the successful transition of high school students with disabilities into competitive integrated employment. The collection also includes the unduplicated number of children with disabilities, aged 14 through 21, who were in special education at the start of the reporting period on July 1 but were not in special education at the end of the reporting period on June 30. The data collected is required by the IDEA, Section 618, and is also used for monitoring the programs and activities under IDEA.
The PIMS July collection template will be utilized for the end-of-year submission and outlines the essential details of students' participation in special education for the current school year. The extract encompasses all special education students aged 14 years or older as of July 1 of the current school year, as well as any student with a transition plan included in their IEP. All Pennsylvania school districts and charter schools are required to 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 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 occur before the last day of the current school year and after the last day of the previous school year (last day of the current school year minus one year), or the Annual Review Due Date Calculation must be before the last day of the current school year and after the last day of the previous school year (last day of the current school year minus one 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 | Profile, Section or Form, Section | Profile or Form Field | Keyword Table |
|---|---|---|---|---|---|
Submitting Aun | Globals.ThisDistrict.ID | SIS Integration | Globals | Your District's ID | N/A |
School Number | PIMS Code of Location connected to Globals.ThisDistrictner is When entered manually, the Location’s PIMS Code is recommended to be 4 digits by standards. If the Location, PIMS Code is not valid the report will show 9999. When SIS is integrated, the PIMS Code on the Location profile will be in a format similar to “232323232_4345” and then the report will show 4345 as the School Number. | SIS integration or manual entry | Location and Global, ThisDistrict | Location, PIMS 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. Note that 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. If more than one race is selected, PA-Code 6 Multi-Racial is displayed. Furthermore, if both more than one race and PA-Code 4 Hispanic or Latino are selected, then PA-Code 4 Hispanic or Latino is displayed. | Integration Profile | Students, Demographic | Ethnic | EthnicTable |