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    Pennsylvania Information Management System (PIMS)

    Manuals and Calendar​

    PIMS Proposed Changes

    As we have done in previous years, PDE is proposing to implement PIMS changes that are necessary to meet PDE's federal and state reporting requirements.  After reviewing the changes below, please provide your official comments. 

    2025-26 SY Proposed PIM​S Changes

    ChangeFile NameTemplate/AppPurposeDetails of the Change
    1Act 35 (PDF)Act 35Stop LEAs from submitting counts that will require corrections/resubmissions

    Rule 1: COUNT > 0 where CATEGORY 03 = TOTAL
    Reason: Total count cannot be 0 which would indicate the LEA has no staff budgeted for the SY

    Rule 2: COUNT where CATEGORY 03 = TOTAL <> COUNT where CATEGORY 03 = VACANT
    Reason: Total count cannot equal the Vacant count which would indicate that all budgeted staff positions are vacant    		Business Rule Change
    Rule 1: COUNT > 0 where CATEGORY 03 = TOTAL
    Reason: Total count cannot be 0 which would indicate the LEA has no staff budgeted for the SY

    Rule 2: COUNT where CATEGORY 03 = TOTAL <> COUNT where CATEGORY 03 = VACANT
    Reason: Total count cannot equal the Vacant count which would indicate that all budgeted staff positions are vacant
    2Adding a PVAAS Student Enrollment and Staff Account Updates Data Pull (PDF)N/AThe purpose of this additional data pull is to update students and staff in PVAAS through PIMS. This keeps student enrollment and staff accounts current in the PVAAS systemNew Dataset / Other
    Add a PVAAS Student Enrollment and Staff Account Updates Data Pull (Dec)
    3C4 CTE Collection, Postsecondary Perkins (PDF)NoneAdvanceCTE (stewards of the Career Clusters Framework) recently announced changes to the Careers Cluster originally published in 2002. Transitioning from 16 Career Clusters to 14.  OCATE intends to update the OMB-approved CAR Guide and the CAR Portal in the Perkins Information Management System (PIMS) for States to report under the updated career clusters framework in: January 2027 (data from program/school year 2025-26)Other
    Career Clusters Update
    4CTE Student Fact Template - Field 9 Obsolete (PDF)CTE Student Fact TemplateField is obsolete per eScholar.Remove Elements
    CTE Student Fact Template
    Field 9 - REPORTING DATE PERIOD LEVEL - Valid Value = YEAR.
    5CTE Industry Credential Template - Field 9 Obsolete (PDF)CTE Industry Credential TemplateField is obsolete per eScholar.Remove Elements
    CTE Industry Credential Template
    Field 9 - REPORTING DATE PERIOD LEVEL - Valid Value = YEAR
    6Economically Disadvantage Stats - Qualifiers (PDF)Student / Student SnapshotNeed to know what qualifies a student as economically disadvantagedAdd Elements
    Economic Disadvantaged Status Qualifiers
    7Appendix B - Staff Assignment Codes (PDF)PIMS Manual Vol2 Appendix B - Staff Assignment CodesChange name for CEO of Charter Schools code 1099 - Chief School Administrator (Charter Schools Only)Other
    Name Change - 1099 - Chief School Administrator (charter schools only)
    8Add more Teacher-Student Linkages Collections (PDF)Staff Student Subtest Template for Teacher-Student LinkagesAdding more Teacher-Student Linkages data pulls throughout the school year. This will also require a change to the Reporting Period (field 7) and Subtest Identifier (field 9) fields in the Staff Student Subtest Template for Teacher-Student Linkages. New Dataset / Code Set Change
    Additional Teacher-Student Linkages Data Pulls
    Staff Student Subtest Template for Teacher-Student Linkages
    Change to the Reporting Period (field 7) and Subtest Identifier (field 9) fields
    9Student/Student Snapshot - FOSTER STUDENT indicator (PDF)Student / Student SnapshotNeed to collect for EDFactsDefinition Change
    Student / Student Snapshot
    Field 209 - Student should be marked Y if Foster at any point during the SY
    10Educator Preparation Programs (Act 33 of 2023) (PDF)Post Secondary PIMSData collection is required to comply with Section 1206-B of the School Code. Requirement was added as part of Act 33 of 2023.New Dataset
    Colleges/Universities
    Approved educator preparation programs (EPP) must annually report data on student teaching placements
    11Remove Detentions from the List of Reportable Disciplinary Action (PDF)Incident Offender Disciplinary Action templateThis data code is no longer needed. Code Set Change
    Removing S2 Detention from the list of reportable disciplinary actions
    12First-Year EL Indicator (PDF)Student / Student SnapshotThe current field name brings attention to the secondary purpose of this indictor (exemption for certain state assessments), leading users to report based on the desire for exemption instead of the student's actual status as a first-year EL student. PDE's requirement is to identify first-year EL students, not their intention to test or not test. Other: Change Field Name
    Student Template
    Field 222, File Name: FIRST-YEAR EL INDICATOR
    13Move Grad Drop Cohort Collection from C1 to C5 Collection Window (PDF)NoneCurrently Grad Drop Cohort Collection is a C1 collection.  For new LEAs looking at the PIMS calendar, they often don't begin thinking about this collection until October when the C1 collections open. A more appropriate window for this collection is the C5 window which would open at the end of the current SY (when most graduating students are being identified).  By adjusting the Grad Drop Cohort Collection to the C5 collection window, LEAs will be prompted to work on this collection at the end of the current SY and throughout the summer rather than wait until the following SY.  This will allow LEAs more time to input data accurately for this collection and should also ease the burden in October when the Student and Staff collections for the new year open.  Hopefully with this adjustment LEAs will already have the majority of the Grad Drop Cohort Collection completed by the time the C1 collection window opens in the following SY. Collection Window Change
    Grad Drop Cohort Collection
    Move from C1 to C5
    14Request for Student Teachers (Act 33 of 2023) (PDF)-Required under School Code Section 1206-B Data Collection.New Dataset
    School entities or nonpublic schools may voluntarily submit requests for the number of student teachers they want for the upcoming school year
    15Add and remove values for the Job Description Codes in PIMS Manual Vol. 2 Appendix AH (PDF)Staff TemplateThe purpose of this modification is to add values to the Job Description field in the Staff Template to help LEAs with PVAAS account maintenance. Code Set Change
    Add values to the Job Description field in the Staff Template to help LEAs with PVAAS account maintenance
    16Course-Appendix A, SCED Code Updates (PDF) CourseUpdate Appendix A to reflect new subject area and reassigned courses added to the NCES SCED codeAdd Elements / Code Set Change
    Appendix A
    See Attachment - Change #16     (Excel)
    17Job Class Code Long PIMS Manual v2 - Appendix AS (PDF)PIMS Manual v2 - Appendix ASClearer definition for LEA's to reportAdd Elements / Definition Change
    Appendix AS
    PPE - Professional Principal Employee
    18Habitually Truant Students (PDF)Location Fact / Student FactShifting the collection from aggregate data in the Location Fact template to student-level data in the Student Fact template will allow for more accurate reporting an detailed analysis, linking the habitually truant status to student characteristics already collected in other templates. New Dataset
    Location Fact Template for Safe Schools - Remove all references to Habitual Truancy
    Student Fact Template for Unlawful Absences
    19Title III PD Activities (PDF)District Fact Template for English Learners - Title III Professional Development Activities SurveyTo align to the required reporting elements for USED in the CSPR annually. Add Elements / Definition Change
    District Fact Template for English Learners - Title III Professional Development Activities Survey
    ACT09 Update & Add three New ACTs
    20Update Fields 212 on Student (PDF)StudentThe modification is needed to change the wording on assessment fields as we move to online assessments, and will no longer need pre code labelsDefinition Change
    Student Template
    Field 212: PSSA/PASA Assessment
    21Update Data Fields and Definitions for Student Template fields 214-216 for Online Assessment Testing (PDF)StudentThe purpose of the modification is to be inline and assist with the online assessment process beginning in Spring 2026.  The added elements will be reported by the LEA's on the template.  The information in turn will be sent to the testing vendor (DRC) to aid is creating online testing sessions for PSSA and Keystone assessments. Add Elements / Definition Change
    Student Template
    Updates to Fields 214 - 216
    22Data Set for DRC Online Test Session (PDF)Information would be taken from the Student templateThis new data set is being requested as part of the move to online assessment testing.  The data will be sent to the testing vendor DRC to populate online test sessions into their Test Session Upload file.New Dataset
    Data from Student Template for Online Testing
    23CTE Student Fact - Task List Completion Field (PDF)CTE Student Fact TemplateThis will allow LEAs to report quality accurate data based on the students' CTE Status Type versus Grade Level.Definition Change
    CTE Student Fact Template
    Field 28 - TASK LIST COMPLETION INDICATOR
    24Industry Credentials (Certification) Codes (PDF)Industry Credentials (Certification) CodesAdding/Modifying Industry Credentials to allow schools to report Industry Certifications.New Dataset / Add Elements / Definition Change
    Appendix Q (Excel)
    Adding/Modifying Industry Credentials to allow schools to report Industry Certifications.

    PIMS Archive Manuals

    2022-2023

    2021-2022

    2020-2021

    2019-2020

    2018-2019

    2017-2018

    2015-2016

    2014-2015  

    2013-2014

    2012-2013

    SES Provider PIMS 2011 (Excel)

    SES Provider V1.0 (Excel)