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Questions for the Presenters
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Questions for the Presenters

Special Education 12/1 Submission

  1. IU15 - With the new enrollment/withdrawal codes, there is not a way to track students transferring between regular and special education. In powerschool we would use W19/R1 to indicate the date that the student transferred from reg. ed to SE or SE to reg. ed. Now those dates will not be captured. Is that going to present an issue for PIMS submissions?

  1. IU05 - Do you have a date that the 14-15 Resource Guide might be available?

  1. IU08 Since we no longer can compare PennData to PIMS, is there a way you can help us identify potentially ‘missed’ students?

  1. IU15:  Can you please clarify reporting for students in county prisons.  Last year the home district reported.  Jodi said Wards of State in county prisons are reported by the district where the prison is located.

  1. IU29 - are we getting a copy of this PPT?
    Answer: The power point will be posted once we have permission

  1. IU 14- when do we use the below withdrawal codes on the school enrollment template, and how do they affect our special education submissions (July-Dec) What are these being used for?

WD07

Student exited due to maximum age and completed educational goals (Special Education student)

WD08

Student exited due to maximum age and did not complete educational goals (Special Education student)

  1. IU 28 - Could they elaborate the difference between the DQE and the Sandbox as it relates to Special Ed?  Sorry meant the edit checker.

  1. IU04 - Can you send the Special Ed DQE checks to the PIMS Administrators as well as the IU Data Managers?

  1. IU29 - when will spot checker comparisons be generated?

  1. IU23 - Statement was made that anyone with a Y in Referral flags can't have been submitted in a Student Template.  what if the student was reported for 10/1 and then gets outplaced meaning they now need a SpecEd Referral value of Y?
  2. IU14- A special ed student was in our district for a week, we found he needed additional services and was placed at another placement for special ed placement. We submitted an enrollment record for 9/22/14- E02; 9/26/14-WD05  So on their student template their special ed referral was a N on 9/22 it then changed to a Y due to the transfer.  We got a DQE error, were told to submit a data exception request and it was denied because “there should not have been a school enrollment record since student left before Oct 1”  How are we to handle these transfer students??

  1. IU13   The new "S" code takes care of summer graduates reporting for special ed students....will there be something coming that would similarly take care of summer transfers/move outs/etc?  We often learn about students moving or changing to cyber or homeschool AFTER the July 1 report.  Those students had to be manually added to our July 1 template last year to account for their exit from special ed the summer prior.
  2. 06           Do Ward of State students in Medical and Psychiatric facilities that are considered Special Ed need to be reported by the District where the hospital and Psychiatric facilities are located?
  3. Carbon-Lehigh Intermediate Unit  Can CTCs leave the special ed student codes (Y for spec ed and challenge type)  in the student and student snapshot blank or N for Special Ed submission?IU 9 - Please provide additional information on the referral - when the IU is educating the student

  1. IU 16 Relative to the student template of a student is placed, clearly field 167 should be a "Y." If the student returns to the home district, should the "Y" be removed from field 167 in the next student-template submission and an "N" be used instead?
  2. IU05 - If no AUN or building code exists, we must put the name of building or agency - is this ONLY for the Special Ed template or all PIMS templates that no longer can use 9999?
  3. IU24 - We have a question regarding our 1306 students who are in residential facilities in other school districts. Do we report those students on 12/1 since we are paying the bill or does the school district where the facility is located report those students.
  4. IU28 - Could we get a specific example for Field 167?  We must have missed the example for Field 167.
  5. IU06 - Who is responsible for reporting a homeless student that is in placement?
  6. IU24 - We have a question regarding our 1306 students who are in residential facilities in other school districts. Do we report those students on 12/1 since we are paying the bill or does the school district where the facility is located report those students.
  7. If CTC has prior year information in the fields, can the DQE ignore the validations in those fields?

  1. IU25 - field 71 in the Special Ed Snap, which field in the student template does that map to?  Field 2 or 117

  1. IU 28: If a district has homeschool students that come in for speech services how do we report them?  How are they coded?

  1. 04 -         Can you please reclarify how to report field 167? 

  1. IU14- If a student graduates after 7/1/14 and the district marks them as a 13-14 graduate on their 13-14 child accounting then the Graduation Status on the Student file for the 14-15 SY should be an “S” graduation status and field 67 would be a Y.  You should not be submitting an Oct enrollment record for this student.  (having a Y for field 67 will ensure you are not requiring an enrollment record in October) This child should also be submitted on the 14-15 July Special Ed snapshot PIMS exiting only.
  2. IU14- If a student graduates after the end of the school year and before 7/1/14 and the district marks them as a 13-14 graduate on their 13-14 child accounting then the Graduation Status. On the Student file for the 13-14 SY should be an “G” graduation status and field 67 would be a Y.  You should not be submitting a student template, enrollment template or special ed snapshot July exiting template in the 14-15 SY.

Can Dan just verify I wrote it correctly above?

July Submission

  1. IU07 - We have been having issues with "students exited from IEP <2" and "students exited from IEP >2" This IS the correct category, and yet, these students are consistently kicked back as errors. WHY?

  1. IU05 - PIMS now requires the Graduate Status Code in the Student Template for grades 7-12. Otherwise, withdrawing students will show as errors in the PIMS DQE. (PIMS field # 65).  We are an IU and do not graduate students, and for kids in the many institutions we have classrooms in, we do not know where the kids are moving on to when they leave us. Will IUs be granted a reprieve from this requirement?

  1. IU25 - We uploaded our special education student that graduated after summer school in the graduate and dropout submission. That was before the S was availabile
  2. IU21 - Can you explain how field 65 works? Will students that exit specEd after June 30 have to be kept active in the current school year in order to be part of the July exits for the previous year? How will the SIS handle that record?

  1. 21 - Carbon-Lehigh Intermediate Unit We can no longer use 9999 for outplaced students, can we still use 0000 for location code? 

  1. IU 21 If we have a late SpecEd exiting student, do we have to keep an active record in the following school year in the SIS in order to report them as exiting 

  1. IU5          For children in RTFs - for 12-1 reporting - are they reported by the school district of residence of the parent or - because they are RTF - are they reported by the district in which the institution is located?  In the past, we have been told for 12-1 it's where they lay their head at night.  Can you clarify?
  2. IU28: For those students that moved to another school in PA what will the code be?
  3. (who?) - are there reduced DQE rules on the file if we are only submitting a limited number of fields
  1. Answered already - IU13 - If a student moves on July 25th, 2014 they need to be submitted on the 2014-2015 July report. Should they be a Y on the student template for that referred field? Should they be listed as a transfer still under grad status or use the S code?
  2. IU 03 -   When child is withdrawn from Special education and special education code is changed to E withdrew within last two years do you also remove challenge type. 

IU 28:  Would an inclusive votech be included in field 167?

IU 28:  If we aren’t reporting the students withdrawing from the state next year our numbers will be skewed.  How will we show the difference?

Act 16

 

  1. IU14- For Act 16 reporting for the 2013-14 SY.  If a student graduated or exited after 7/1/2013 and never received services in 13-14, would they be included on the Act 16 report for 13-14Sy or only the 12-13 SY?

  1. IU 05 - How do we calculate a cost when we haven't received bills from other districts where our students are placed?  In past years we have estimated, resulting in underreporting in one year and over reporting in the next.  Should we still continue this way?

  1. General Q: What is available in PIMS after the Act16  data is loaded in to PIMS Reports / ACS etc. What happens next?

  1. IU 05 We received the report that tells us how much money was withheld from our subsidy, however, in the past PDE sent us an Approved Private School Student Detail report which showed how much money was attributed to each student.  We haven't received this report and have contacted PDE but was transferred from person to person with no results.  Is this report coming and if not, how do we divide the money?
  2. IU05 If a child is NOT special ed, should field 167 of the Student Template be left blank?  (Sp Ed referral) or should it be answered with an N?

  1. 07 -I ran my Act 16 Template in IEP Writer and the report stated "nothing to report"  What do I submit on Act 16 PIMS?            
  2. IU25- We have a student who is at a placement “in lieu of FAPE”, can we include them on our ACT 16 District Fact file based on the regulations?
  3. IU27 When is the ACT 16 report due?
  4. IU 13   With act 16 submission being extended until oct 21st, does that apply to all collection 1 or just act 16?
  5. IU20 2: "In lieu of FAPE" placed students do not have a NOREP and/or IEP. Does this impact the previous answer as "Yes"; report them as ACT 16?

Other Topics

  1. IU05 - Since it is a testing environment, why can't the sandbox be open all year round?

  1. IU 3 This is just a question about Cognos Reports for the various active collections.  What Cognos Reports are recommended for the current active collections?

  1. IU 3 -   This is a general question - where can I find the ACS due dates for the PIMS collections.

305  U3  Is the deadline going to be extended for the Oct 1 Student Enrollment collection? I have put in a PIMS Helpdesk ticket because my file manager uploads keep FAILING, but I have not heard back. I keep trying to upload, but it keeps failing. I am concerned because the 10-17 deadline is in 2 days.13

  1. (comment, not a question) IU07 - Those of us in the this room believe that it is necessary for us to have a copy of the slides at the meeting so we can write our notes on the slides rather than try to type our notes while listening and missing information. It is absolutely necessary for us to have these slides while at the meeting rather than after the meeting. Asking us to go to a link after the meeting is requiring double work. I see going to the link after the meeting as something for people who did not attend.

  1. done already - IU 11 -                Please review the consolidated calendar 

  1. IU27 - If I understood correctly, You indicated that students attending a prison/jail are to be reporting by the home district unless they are wards of the state.  In the past the educating LEA (jail) reported those students on behalf of the district. Did this change? Can you repeat or clarify this?

  1. (SIS specific question) IU1  Can the 9999 value still be used for locations without a valid location code in IEPWriter?        

 

  1. 07 - Westmoreland Intermediate Unit                           Why do you and every other entity at PDE apparently add, delete, change, modify - whatever you want to call it - programs and procedures without adequately notifying LEA's and providingadequate training/opportunities to correctly utilize programs and submit data appropriately 

  1. When using the sandbox, once errors are corrected PIMS is still using the old snapshot.  Is there a way to change the refresh schedule so that corrected information is available in a more timely manner?

312.        IU 05 If a child is NOT special ed, should field 167 of the Student Template be left blank?  (Sp Ed

referral) or should it be answered with an N?

  1. IU 14 Act 16 clarification- Specialized transportation.  If the student is being transported from building to building within the district for services, is this considered specialized transportation and can be counted towards the Act 16 report?

  1. Act 16 clarification-IU14- If you uploaded a student with an incorrect Act 16 Category type, since it is a key field, we  submitted a pims ticket for a deletion request for the single record.  PIMS help desk said they are not sure if they can delete just a single record or if they have to delete the entire Student fact template.  Can you clarify on this/?

  1.  IU 25 Someone just mentioned that the PIMS Child Accounting window was open until October 21. Wasn't the e-mail indicator that it was open until October 31?  See this line from an RA-CAD@pa.gov e-mail on 10/2/14: "The PIMS Child Accounting collection window for 2013-14 school year will remain open until October 31. There is no need for an over-ride at this time."

  1. IU1  DUPLICATE???        Is the sandbox still scheduled to be closed between the 14th and 21st?  It still seems to be open.

  1.  IU8 Just to clarify, the Sandbox will be ‘refreshed’ monthly?

  1. IU12 - what if you have a student who was marked as spec educ last year, but was determined NOT to be after the reporting...now they are in PIMS as spec educ.  for reporting this year, they are marked Not Exceptional and No IEP and it errors out in the File Manager.  How can this be fixed without deleting the student?  Why close the Sandbox supposed to (or is it?) before the collection window closes?  Per a SD: Now that Exit Code “Moved, known to be continuing” is no longer going to be used won’t this make a big difference in the comparison reports?  Previously we reported students who exited our student to another PA LEA?

 

Possible Duplicates

IU21 - Can CTCs leave the special ed student codes (Y for spec ed and challenge type) in the student and student snapshot blank or N for Special Ed submission? If CTC has prior year information in the fields, can the DQE ignore the validations in those fields?

IU04 - How are we to report a student as an S in the Grad Status field for the current year since the students aren't enrolled? The DQE is going to look for a school enrollment record to go with the Student record and will kick it out as an error. This is the same issue that we have had with summer withdrawal students and was directed to not report in the current year and report in prior year at the end of the year. DQE denied these exceptions for summer withdrawals.

IU04 - You explained 167 several times but we are still confused. So far, all of our students are defaulted to "N". We do have about 70 students that we have placed in alternative education facilities, IU operated programs, APS schools, and etc. I assume these kids remain an "N".  For those students are in RTFs that we track, we have reported in previous 12/1 uploads because we are the district of residence. For this year, (for the first time) I am of the impression we are including them in October as well. We are not the educating LEA but we do track them. Are these the kids that should be Y"?