State-Specific Compliance Requirements
This page provides the state-specific requirement details for the Pennsylvania model, including state-specific profile fields for state reporting, state reporting timelines, and an overall list of key items for this state.
Profiles
The following profiles and fields are important for state reporting.
Demographics
PA Secure ID
Serving Location Override: Manually tracked field to report a different serving location than what integrates from SIS into the Serving Location. State reports will report the value in the Serving Location Override if populated. Otherwise, it reports the value from Serving Location.
Receives Letters: If checked, will display the names on forms, as well as who can sign via DocuSign.
Eligibility
Eligibility Profile Field | Description |
|---|---|
Special Ed Start Date | The latest IEP start date, not the initial start date in special education. |
Location at time of SE Exit | Used to report the location where services were provided when the student exited. PIMS state reporting uses this field if populated to report the location of services. |
Exclude Student from PA State Reporting | Manually check the box to exclude the student on Leader, PennData, and PIMS state reporting. This field does not have form data flow. |
Referral Date | Entry Withdrawal Change or Initial Evaluation PWN Consent form. |
Evaluation Report Date | Flows from the Evaluation report. |
IEP Implementation Date | Flows from the IEP Implement Date field. |
Latest Reevaluation Date | Flows from the Re-Evaluation form. |
Date Permission to Re-Evaluate Received | Flows from Reeval PWN Consent or the Permission to Reevaluate forms. |
NOREP Date | Flows from the NOREP form. |
Found Eligible | Evaluation Report and Reevaluation Report. |
Waived Re-Evaluation Date | IEP Meeting Waiver form. |
Team Information: Case Manager | Flows from the IEP form and team area (excludes IEP revisions). |
Current GS: Receiving Gifted Services Through IEP | The box is checked when the student receives services indicated on the IEP form where text is indicated in section D. of section VI on the IEP. This value is used to create a GS program record in eSchoolPLUS. |
Previously GS: Received Gifted Services through IEP | The box is checked when the student’s finalized IEP does not indicate gifted services (section D. of section IV) and the Current GS value was previously checked on the profile. |
PIMS/PennData
Type of Support & Amount of Special Ed Services
These values flow from the IEP form.
The IEP Placement area can store up to two school years.
Can report the current school year’s Type and Amount of support/services and for the next school year (e.g., Effective date on the IEP services page).
A script runs each day called Set Placement from Projected.
The script uses today’s date, finds all IEPs where the next school year effective date is in the range of "today," and will update the two values on the PIMS page so that the user does not have to revise the IEP in the fall (start of school) to indicate the Type of Support and Amount of Services for the new school year.
State reporting will be accurate for 12/1 of that year.
Gifted
GX: Gifted but not receiving services: flows from the NORA form when the user selects “I do not approve...”. Used to report a GX Gifted PIMS value.
Discipline
eSchoolPlus Integration import layout is available to import the data into PowerSchool Special Programs for Table 9A and Leader Suspension reporting.
SP Enrollment
This profile is populated by a daily script labeled “Maintain SPEnrollment Records”. The data in this profile table is used to send data to PowerSchool SIS via PowerSchool Export reports.
Student Contacts
eSchoolPlus: Integrates eSchoolPlus contacts via eSchoolPLUS-StudentContacts Import (model).
PowerSchool SIS: Integrates PowerSchool SIS unlimited contacts data via PowerSchool – StudentContact Import (model).
A daily script labeled Copy_Student_Contacts_Into_Students takes the top four contacts from the Student Contacts profile and updates the four contacts in the Demographic table.
All forms and reports referencing parent/guardian information pull from the Demographic table.
State Reporting
PIMS (End of Year Count, 12/1 Snapshot and Act 16)
All districts are required to run these three reports.
Customers using eSchoolPlus will run the reports out of PowerSchool Special Programs, as the report is unavailable in eSchoolPlus.
PowerSchool SIS can run the SE PIMS reports from PowerSchool SIS or PowerSchool Special Programs.
Report | Due | Description |
|---|---|---|
12/1 | This report is a count of students with an active IEP as of 12/1 of the current school year. Includes the only active students in Special Education. | |
EOY | Includes any student that receives or received Special Education services within the school year. The same format as 12/1, but includes exit date/reason data. |
Penn Data
Not all districts are required to run the reports, as indicated below*
Report | Due | Description |
|---|---|---|
Student File | Due 12/1 and 6/30 (EOY)* | This report is a count of students with an active IEP as of 12/1 of the current school year or active in Special Education within the year for EOY reporting. Includes the only active students in Special Education. |
Tables 1,2,3 | EOY via Reporting\Advanced Reports: Due 6/30 | Active staff within the current school year (Global dates). |
Table 4A | EOY | Lists students that exited the current school year (Global dates)*. |
Table 8A | Due quarterly for certain districts. | Compliance report for initial evaluations indicating the timeline it took to complete the Special Education evaluation process. |
Table 9A | EOY | Reports Special Education students active within the current school year (globals) that had discipline/suspensions during the time they were in Special Education only. |
Table 14 | EOY | Private School Special Education students*. |
Leader
Not all districts are required to run these reports. Most use the PennData reports.
Report | Due | Description |
|---|---|---|
Assignments | 12/1 and EOY | The report is a count of students with an active IEP as of 12/1 of the current school year or active in SE within the year for EOY. Includes then only active students in Special Education. |
Compliance Dates | Quarterly | Initial and Re-evaluation of students. |
Expulsions | EOY | Reports SE students active within the current school year (globals) that had discipline/suspensions when they were in Special Education only. |
Staff File | EOY | Active staff within the school year. |
Student Address | EOY | The report is a count of students with an active IEP as of 12/1 of the current school year. Includes the only active students in Special Education. |
Student File Leader Format | 12/1 and EOY | The report is a count of students with an active IEP as of 12/1 of the current school year or active in SE within the year for EOY. Includes the only active students in Special Education. |
Suspensions | EOY | Reports Special Education students active within the current school year (globals) that had discipline/suspensions when they were in Special Education only. |
Transition Assignments | EOY | |
Unilateral Removal | EOY | Reports SE students active within the current school year (globals) that had discipline/suspensions that was “unilateral removals” during the time they were in Special Education only. |
Globals
Settings to configure the IEP form, as well as define the school year and submission dates for state reports. Administration > Configuration > Profile Types > Globals.
IEP Goal Subject Area | Displays a drop-down value on the IEP form if checked. |
Goal Wizard Enabled | Displays additional fields on the goal page of the IEP. |
School Calendar | The dates specified in this area determine the data generated for state reporting (PIMS, PennData, Leader). |
PA Model Configuration Options | Various options of the Pennsylvania model. |
State Reporting Important Timelines & Links
State reporting typically has “Collection Open”, “Collection Closes date,” “Correction Window”, and “Final submission” timelines.
PIMS State documentation: PIMS Reporting Timelines: See the following link. The State Excel file lists the reporting periods for the school year. The December 1st count collection period starts around 12/1.
https://www.education.pa.gov/DataAndReporting/PIMS/ManualsCalendar/Pages/default.aspxPenn Data Reporting State documentation:https://penndata.hbg.psu.edu/Data-Management/2019-2020
Leader Files: The file formats are not posted on the state site. The contact for Leader is Lauren Mahoney is LMAHONEY@caiu.org.
Reporting Timelines | Run Report(s) in live PowerSchool Special | Create Snapshot Database** | Run Reporting within Snapshot DB |
|---|---|---|---|
12/1 Reporting | 10/15 | Approx 11/30 | From creation of snapshot db to final submission |
End of Year (EOY) Reporting | 5/15 | Approx 6/29 | From creation of snapshot db to final submission |
State Form Links
Pennsylvania has state-mandated Gifted and Special Education forms. PowerSchool Special Programs adheres to the format of the state forms. PowerSchool Special Programs has six to eight weeks to release state form changes..
PA State Forms: https://www.pattan.net/forms/
Gifted Forms: https://www.education.pa.gov/K-12/Gifted%20Education/Pages/default.aspx#.Vl2_xp0o6M-
Snapshotting Database for State Reporting**
The PowerSchool Special Programs application does not historically track special education reportable data such as disabilities.
The administrator of PowerSchool Special Programs must make a snapshot of their live database (see instructions) on or just before 12/1 of the reporting year. The 12/1 reports should be generated from the snapshot database.
Export Reports for PowerSchool SIS
A series of reports are stored in the PowerSchool Export Report folder. These reports collect the specific special education, gifted, and 504 student data, which is then uploaded to PowerSchool SIS.
Each report must be enabled in the application for the data to export. To see which reports are enabled, refer to Administration, Configuration, Integration, and Export.
For more details regarding what student data exports to PowerSchool SIS, see the instructions.
Export Reports for eSchoolPlus
A series of reports are stored in the eSPExport Report folder. These reports collect the specific special education, gifted, and 504 student data, which is then uploaded to eSchoolPlus.
Each report must be enabled in the application for the data to export. To see which reports are enabled, refer to Administration, Configuration, Integration, and Export.
For more details regarding what student data exports to eSchoolPlus, see the instructions.
EOY Rollover
The system administrator performs the end-of-year rollover process and includes settings such as school-year document folders, calendar settings, and progress reporting marking periods. See End of Year Rollover instructions for further information.
PowerSchool Recommendations and Best Practices
Monthly Recommendations
State Reporting: PowerSchool recommends that districts run the upcoming state report(s) monthly to ensure accurate data. See the above for the recommended timelines. It is imperative to submit the reports on the first-day submission can be collected. This allows the district to receive error check reports with enough time to correct data and resubmit.
Integration: Integration data issues can cause the reports to stop running entirely. At least monthly, the system administrator should review the enabled export reports via Administration, Configuration, Integration, and Export, paying close attention to the "Last Successful" and "Attempted Time" stamps. If any errors occur, log a support ticket.
End of School Year
See the preceding EOY Rollover section.
New PowerSchool Special Programs Implementations
Data Migration
PowerSchool recommends new customers run all state reports required for your site (e.g., PennData, Leader, and PIMS) regardless of when they are due from PowerSchool Special Programs and compare to the previous special education system to ensure data is migrated properly.
The special education state reporting data should match the previous Special Education system to the PowerSchool Special Programs system.
PowerSchool is committed to ensuring your state reporting submissions are accurate, so it is best practice to run the reports as soon as possible during your implementation.