July 2019 Submission Formatting Information
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1 July 2019 Submission Formatting Information General Formatting Information for Data Files All data files must be in standard ASCII comma-delimited format, either CSV or text format. Each line must be terminated by a carriage return and line feed combination. Files shall be named as indicated in this document, and must be in an MS- DOS compatible file format. Student Data The two files, Student (optional in Spot Checker) and Special Education Snapshot, will contain a row of data for each student. The Student file contains 217 values per row, each separated by a comma (for a total of 216 commas per row). The Special Education Snapshot contains 76 values per row, each separated by a comma (for a total of 75 commas per row). If there is not a value for any item, a comma will indicate a blank variable. Be sure to include leading zeros where necessary. Dates should be formatted as YYYY-MM-DD. See example below. See PIMS Manual for more detailed descriptions. Example: : ,3272, , ,,,,,,010,,,SH09, ,F,6161 Roxbury Drive,,Hershey,PA,17033,,,,,,,1,,,,,, F,2128,,,,Y,,,01,,,,21,,,,,,,,,,,,,,,,,,,,,,,,,N,,,N,,,,,,,N,,,,,,,,N,,B,,, ,,,Y,, , ,,,,,,,,,, ,,,,,,,, ,,,,,,,,,,,,,,R,,Brown,Charlie,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,,Y,,,,,,,,,,,,,,,,,,,,,, ,,,,,,,,,,,,,,,,,,Y,,,,,A,,Y,N,N, Special Education Snapshot: ,3272, ,, ,,,,,,2128,2106,,,,,01,,,,,,,,,,,,,,,Y,, , ,,,,,,,,,,Y,,,,,,,01,,,,,,,,,,,,,,,,,,,xyz school,,y,y,y,y 14
2 July Submission Student Data Items Empty fields are not included in this list Reminder: The layout of the record must follow the 217 fields for (optional in Spot Checker) See PIMS Manual for more detailed descriptions. Field No. Field Name Valid Values 1 District Code (LEA submitting, SE District of Residence) 9-digit code 2 Location Code 4-digit code 3 School Year Date 10 characters, ISO format (YYYY-MM-DD). Must be 20YY , where YY is the year after the Dec 1 Child Count date 4 Student ID 10-digit code 10 Current Grade Level K4A, K4P, K4F, K5A, K5P, K5F, Home Room Not blank Birth Date 10 characters, ISO format (YYYY-MM-DD) 15 Gender Code M or F 16 Address 1 Required 17 Address 2 Required 18 City Required 19 State Code Required 20 Full Zip Code Required 27 Race or Ethnicity Code 1 - American Indian/Alaskan Native 3 - Black or African American 4 - Hispanic 5 - White 6 - Multiracial 9 - Asian 10 - Native Hawaiian or other Pacific Islander 15
3 Field No. Field Name Valid Values 33 Economic Status F - free R - reduced N - neither 34 Challenge Type Autism Deaf-Blindness Hearing Impairment including Deafness Intellectual Disability (MR) Multiple Disabilities Orthopedic Impairment Emotional Disturbance Specific Learning Disability Speech or Language Impairment Traumatic Brain Injury Visual Impairment incl. Blindness Other Health Impairment 38 Special Education Y - has IEP E - exited IEP < 2 years 41 EL Status 01 current EL, not LIFE 03 former EL, exited, and in 1st year of monitoring 04 former EL, exited, and in 2nd year of monitoring 05 former EL, exited, and no longer monitored 06 current EL, LIFE (Limited or Interrupted Formal Education) 07 former EL, exited, and in 3 rd year of monitoring 08 - former EL, exited, and in 4th year of monitoring 99 - never EL 45 LIEP Type 21 Mixed Bilingual 22 EL Bilingual 23 EL Specific Transitional Instruction 25 EL Specific English-only 26 Mixed Classes with English-only Support 27 Parental refusal-mixed classes with English-only support 98 LIEP type provided by another entity-englishonly support provided at this entity 16
4 Field No. Field Name Valid Values 65 Graduation Status Code 66 Expected Post-Graduate Activity 67 Student Status 68 Date First Enrolled in an ESD or Bilingual Education Program 70 ADA Status Indicator 17 See PIMS Student Snapshot Template Specifications in the PIMS User Manual Volume 1 for valid codes See Appendix M in Volume 2 of the PIMS User Manual for a complete list of valid values See Appendix L in Volume 2 of the PIMS User Manual for a complete list of valid values 10 characters, ISO format (YYYY-MM-DD) Y - Student has a current Section 504 service agreement plan in place and is considered disabled per ADA N - Student does not have a current Section 504 service agreement plan in place and is considered disabled per ADA 73 Foreign Exchange Student Y or N 80 Gifted and Talented GY - Gifted, has GIEP GN - Gifted, does not have GIEP N - Not Applicable 88 Economic Disadvantaged Status Code Y or N 90 Mobility Code A, B, C or Blank 91 Diploma Type Code Regular Diploma General Education Development (GED) credential 93 Alternate Student ID 95 Title III EL Eligibility 96 Programs Services Code (Title I Part A) Y Title III served N Not Title III served Y Title I Part A N Not Title I Part A Blank 97 Grade 09 Entry Date 10 characters, ISO format (YYYY-MM-DD) 98 District Entry Date 10 characters, ISO format (YYYY-MM-DD) 99 School Entry Date 10 characters, ISO format (YYYY-MM-DD) 109 State Entry Date 10 characters, ISO format (YYYY-MM-DD) 110 Date First Enrolled in a US School 10 characters, ISO format (YYYY-MM-DD) 117 District Code of Residence 9-digit code
5 Field No. Field Name Valid Values 120 Student is a Single Parent Y or N 123 Home Language Code See Appendix J Volume 2 of the PIMS User Manual for a complete list of valid NCES county and language codes 125 Years in US Schools months months months 126 Name Suffix 131 Food Program Eligibility F free R reduced N neither 133 Last Name Long 134 First Name Long 142 Middle Name 154 Address Location Code of Residence 4-digit code 166 Displaced Homemaker Y or N 167 Special Education Referral Y or N 182 Home Address State County Code See Appendix D Volume 2 of the PIMS User Manual for the full list of state abbreviations 189 Funding District Code 9-digit code 190 CTE Indicator 207 Military Family Code Y or N 212 Assessment Participation Code A - PASA only B PSSA Only I - Not participating in any of these assessments M PASA Online testing (no precodes) N PSSA Online testing (no precodes) 214 Assessment Participation Code 2 Y, N or O 215 Assessment Participation Code 3 Y, N or O 216 Assessment Participation Code 4 Y, N or O 217 District of Enrollment Code 9-digit code 18
6 Age Ranges by Grade Grade Age K4A 4-8 K4P 4-8 K4F 4-8 K5A 4-8 K5P 4-8 K5F
7 Special Education Snapshot Empty fields are not included in this list Reminder: The layout of the record must follow the 76 fields for Special Education Snapshot Special Ed Snapshot See PIMS Manual for more detailed descriptions. Field No. Field Name Code 1 District Code 9-digit code 2 Location Code 4-digit code 3 School Year Date 10 characters, ISO format (YYYY-MM-DD) 5 Student ID 10-digit code 10 Special Education Teacher Name Optional for July 11 Primary Disability Autism Deaf-Blindness Hearing Impairment including Deafness Intellectual Disability (MR) Multiple Disabilities Orthopedic Impairment Emotional Disturbance Specific Learning Disability Speech or Language Impairment Traumatic Brain Injury Visual Impairment incl. Blindness Other Health Impairment 12 Secondary Disability Optional for July 15 Amount of Special Education Services Optional for July 20
8 Special Ed Snapshot Field No. Field Name Valid Values 17 Type of Support Optional for July 32 Primary Placement Type Y or N 10 characters, ISO format (YYYY-MM-DD). Must be blank or 34 Date Exited Special Education later than 12/1/20YY where YY is the current Dec 1 Child Count year 35 Snapshot Date 10 characters, ISO format (YYYY-MM-DD). 44 Educational Environment Optional for July 45 Transition IEP Status Code Y or N. Does the student have a transition plan as part of their IEP? 49 Educational Environment Percentage (School Age Program) Optional for July 52 Reason for Exiting Special Education Blank, unless student exited between 7/1/2018 and 6/30/ Graduated with Regular High School Diploma 02 - Received a GED and/or Certificate 03 - Reached Maximum Age (Age 21) 04 - Dropped Out 05 - Transferred to Regular Education 06 Moved out of Pennsylvania, Known to be Continuing 09 Died 99 Moved, within PA, known to be continuing Must be a valid code if Date Exited Special Education (field 34) is between 7/1/2018 and 6/30/2019 Must be blank if Date Exited Special Education (field 34) is blank or not between 7/1/2018 and 6/30/
9 Special Ed Snapshot Field No. Field Name Valid Values 70 Service Provider Optional for July 71 Location of Special Education Services 73 Trans IEP (Paid Work Learning) 74 Trans IEP (Job Supports/Coaching) The PDE-defined, 4-digit code identifying the school where Special Education services are provided. If a student is at a location that does not have a designated school code, enter the actual name of the building. One character, text format. DEFINITION: Does IEP contain new services that support paid work-based learning experiences in a competitive (at least minimum wage) integrated setting? If Transition IEP Status Code (field 45) =Y, then cannot be blank. One character, text format. DEFINITION: Does IEP contain services that include job supports/coaching? If Transition IEP Status Code (field 45) =Y, then cannot be blank. 75 Trans IEP (Career Dev/Job Exploration) 76 Trans IEP (Modified) One character, text format. DEFINITION: Does IEP contain services that include career development and job exploration? If Transition IEP Status Code (field 45) =Y, then cannot be blank. One character, text format. DEFINITION: Does IEP contain new services that support paid work-based learning experiences in a competitive (at least minimum wage) integrated setting? If Transition IEP Status Code (field 45) =Y, then cannot be blank. 22
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