Use this operation to build/edit a Pennsylvania Information Management System (PIMS) School Calendar export file. This operation is used to set the default daily instructional minutes and the special case dates for the district, school, and calendar levels.
1. From the Pennsylvania Reports menu, click Pennsylvania Reports Setup.
2. Click the PIMS Calendar Date Information setup tab.
3. Select the School from the pull-down. By default, this is set to All Schools but can be changed to a specific school in the district, which allows you to set different default minutes for each school.
4. Select the Calendar from the pull-down. By default, this is set to All Calendars but can be changed to a specific calendar in the school, which allows you to set different default minutes for each calendar.
5. Enter the Default Instructional Minutes in the provided text box for the selected school(s) and calendar(s).
6. Click Save Minutes/Records.
The table allows you to enter specific dates that did not meet the default instructional minutes. The School and Calendar fields determine the records displayed here.
7. Enter the Date of the special case reason.
8. Select the Date Type from the pull-down; options include Scheduled School Day and Make-Up Day.
9. Select the Lost Reason from the pull-down to explain the loss of instructional minutes, if appropriate, such as Lost to Act 80 or Lost to Other Reasons.
10. If the date had a loss of minutes, but the students were still at school (for example, a 2-hour delay), enter the total number of Instructional Minutes the students received. If the loss date was for the whole day (for example, a snow day), leave instructional minutes blank. If the date is a make-up day, there is no need to enter in the minutes providing they are the same as the default.
11. Select the PDE Waiver check box if the PDE granted a waiver for an emergency school closing; do not include in the number of days lost.
12. Press the Enter key to save the new line of data.
13. One added, the line turns yellow. To officially save, click Save Minutes/Records.
Existing records can be edited as needed.
You also have the ability to edit any of the fields displayed by clicking the field.
You can also click the delete button (red minus sign) to remove the record.
Edits display in yellow. To apply changes, click Save Minutes/Records.
Use this operation to build/edit a Pennsylvania Information Management System (PIMS) School Calendar export file. The School Calendar file will include the data fields described in the Appendix: “State Data Fields in PA PIMS School Calendar Export” file.
1. From the Pennsylvania Reports menu, click Pennsylvania Reports Setup.
2. Click the PIMS Calendar Setup tab.
Displayed are all the calendars found in each school within the district.
The name of the School for the calendar is displayed; this field cannot be edited.
The name of the Calendar is displayed; this field cannot be edited.
3. Enter a unique identification number for each calendar in the Calendar ID text box. It is recommended to use the 4-digit PA school code or the 3-digit code assigned by Focus (Setup > School Information > School Number) in conjunction with a numerical increment. For example: 001701, 002701, 003702. In this case the first three digits are the numerical increment and the last three digits are the Focus school ID number. If this field is left blank, the system will use the internal calendar ID generated by Focus.
4. Enter the Calendar Description in the provided text box. By default, this could be the calendar name from Setup > Attendance Calendar. However, you can enter any name for each calendar. For example, if each school’s default calendar is named “District” or “Default,” you may want to enter something more descriptive, such as “High School Default.”
5. Select the Rotation Pattern Code from the pull-down. For part-time CTC/AVTS, pre-kindergarten, or kindergarten, select the rotation pattern used for this calendar.
6. Select the Calendar Programs Code from the pull-down, if applicable.
7. Enter the Graduation Ceremony Date in the provided text box; i.e. the date of the seniors’ graduation ceremony. This is only required for calendars that include grade 12 students.
8. Enter the Act 80 Group in the provided text box. This is required if Days Lost Due to Act 80 is greater than zero. Enter the unique numeric or alphabetical label used in the Act 80 application to link the School Calendar to a particular Act 80 approval.
9. Enter the Membership Percentage in the provided text box. The percentage entered here serves as the default for the Student Calendar Fact template. Students that do not have a percentage (Student Info > Enrollment > Membership Percentage) will use the percentage entered here. If this field is left blank, 100% is used.
10. Once new information has been entered, or edits have been made, click Save Records to apply data.
This feature allows schools to set the subtest cutoff dates to use for the PVAAS record generation process. If no date is entered for a subtest, Focus will use the course’s marking period end date. For a full year course, that would be the End Date for Full Year (the first tier listed in Marking Periods). For a semester 1 course, that would be the End Date for S1.
1. From the Pennsylvania Reports menu, click Pennsylvania Reports Setup.
2. Click the PIMS Subtest Cutoff Dates tab.
3. Select the Subtest from the pull-down.
4. Enter the Subtest Date in the provided text box.
5. Press the Enter key to add the cutoff date for the selected subtest.
6. Click Save Records to save the new cutoff date.
Focus provides powerful tools that allow districts to diagnose and correct issues related to State Reporting ahead of date certain for K-12. However, users must ensure the applicable fields are populated before running said reports.
There are several areas in Focus where PIMS data is entered.
The state reporting process within Focus checks against PIMS files which Pennsylvania DOE updates each year.
1. From the Students menu, click Student Info.
See Student Info for more information.
General Information:
Last Name: This is the standard Focus data field.
First Name: This is the standard Focus data field.
Middle Name: This is the standard Focus data field.
Name Suffix: This is the standard Focus data field.
Birthdate: This is the standard Focus data field.
PASecureID: The student's Pennsylvania assigned identification number is displayed on the screen for reference.
General Categories:
Single Ethnicity: Select the appropriate option for the student.
Ethnicity: Hispanic or Latino: Required.
Race: American Indian or Alaskan Native: Yes or No. At least one race needs to be set to yes for a student.
Race: Asian: Yes or No. At least one race needs to be set to yes for a student.
Race: Black or African American: Yes or No. At least one race needs to be set to yes for a student.
Race: Native Hawaiian or Other Pacific Islander: Yes or No. At least one race needs to be set to yes for a student.
Race: White: Yes or No. At least one race needs to be set to yes for a student.
PIMS Race and Ethnicity Code: This is a computed field based on the values selected in the previous fields. It is this field that is exported.
Enrollment:
See Student Info: Enrollment for more information.
Grade Level: The pick list contains the PA PIMS/CTE required codes. Enter the grade the student will be in the fall.
Enrollment Date: First date of enrollment for the student.
Enrollment Code: Entry code for the student.
Drop Date: Last date of enrollment for the student. Student will be active in Focus until 11:59PM on this date.
Drop Code: Drop (withdrawal) code for the student.
Funding District: The student’s funding district.
Resident District: The student’s resident district.
Days Enrolled & Days Present: When you run the student calendar fact export, Focus calculates and stores the values for Days Enrolled and Days Present for each entry record. These calculations are three digits plus two decimals. If you need to manually edit them, you may. After manual entry, check ‘Lock Calculated Attendance’ to prevent the export program from overwriting the manual numbers.
Lock Calculated Attendance: If the check box is selected, the student calendar fact export will not calculate and store new totals for that entry record.
Membership Percentage. Optional: In most situations you will leave this field blank and let the system automatically calculate Membership Percentage for each student. This field is only used if a student is enrolled in a calendar where they are in membership part-time. Below is a description of both the normal and the situation for which this Membership Percentage override is provided:
Normally, students who attend school on varying days of the week would be grouped and placed on calendars that reflect that schedule. For example, one calendar would be used for full time students and another for a group of students who only attend Monday and Wednesday. When the Student Calendar Export is created, the Days Present and Days enrolled would reflect the actual numbers for those students.
Some schools have had a problem with this process because they have many students who have a large number of different schedules, and they don’t even know what the membership percentage is until the school year is over. These students are educated full-time, but some portion of that time is the responsibility of the Intermediate Unit (IU). At the end of the year, the IU gives the schools what percentage of the student’s education they handled. We've added a "Membership Percentage" field to the student’s enrollment record which should be used for situations like that. If you don’t have a lot of calendars to manage you should continue to operate as before, without using the aforementioned "Membership Percentage" field.
When a percentage is entered into the Membership Percentage field, it will not affect the Days Present and Days Enrolled. If the calendar is 180 days and the student has no absences and a membership percentage of 50, they are reported as enrolled and present for 180 days. When the student calendar fact record is created for the student, it will report those numbers and a ‘percentage of time enrolled for the calendar’ of 50. The state will do the calculations to the equivalent 90 days enrolled and present.
Sending Charter School District: Conditional. Required if a charter school contracted with the LEA to educate the student. Enter the AUN of the charter school that contracted with the educating LEA to educate a charter school student.
Sending Charter School: Conditional. Required if a charter school contracted with the educating LEA to educate this charter school student. Enter the 4-digit school number of the charter school.
New School Entry: Conditional. You will use this option under certain situations. The state wants to use the School Entry Date to track student mobility. A new date should be reported to the DOE only when a student's change in address results in his/her enrollment switching between different schools in your district (a student who attended Elementary School A, moved, and now will attend Elementary School B). Under that scenario, the New School Entry option would be checked in the school the student now attends with his/her new address. When the New School Entry option is checked the state is given the new entry date for the new school.
Special Ed Indicator: Optional. This field is not used for PIMS. Select the student’s Special Education status for this enrollment. This field, when set to “Y” triggers the Special Ed student alert icon.
Days Unexcused: When the Student Calendar Fact calculates attendance, it will store student unexcused absence totals in this field. Like the other attendance fields, this may be edited as necessary.
Resident School: The code identifying the school in which is responsible for the student.
District of Enrollment: The code identifying the district that is currently educating the student.
Enrolled School: The code identifying the school in which the student is currently enrolled.
Special Ed Snapshot School: If you need to report a school code in field 2 of the Special Education Student Snapshot that is different than the code in (2) Current School, enter it here.
Repeating Last Year: Yes or No.
Graduation Status: Select the student's graduation status, e.g., G - Graduated, A - Dropped out: Academic problems, L - Left PA public school system but didn't drop out, etc. Required for students grades 9 and up for whom one of the situations in the list apply.
Residence Status: Select the appropriate code to indicate a student’s residence status with the school of enrollment.
Student Status: Select the appropriate code to indicate a student’s status with the school of enrollment.
Year End Status: Conditional. Required for CTE and AAP.
Mobility Code
PIMS Assessments:
Assessment Participation Code: Select the code for the assessment(s) the student will participate in throughout the given year.
Planned Participation in PASA: Required for Special Education students. Select yes if this student will participate in the PASA.
ACCESS for ELLs Assessment: Required for EL students only. Select the code that identifies that the student will participate in the ACCESS assessment. This is a separate assessment from the Keystone and PSSA exams.
ELA Assessment Exemption: Student will have been enrolled in US school less than or equal to 12 months by the end of the current year ELA/Keystone Literature testing window and was not previously exempted. A student can only be assigned a valid code of Y once in their educational career.
Keystone Winder Code: Select the code identifying the Keystone Winter assessments in which the student is participating.
Keystone Spring Code: Select the code identifying the Keystone Spring assessments in which the student will participate.
Keystone Summer Code: Select the code identifying the Keystone Summer assessments for which the student will participate.
Local Assessment Math Test Date
Student Met Math Test Standard
Local Assessment Reading Test Date
Student Met Reading Test Standard
Student Met Grade 5, 8, 11 Career Standards Benchmark
PIMS CTE, Certifications & AAP:
CTE Indicator
Primary Placement
CIP Code: Classification of Instructional Program. Select a 6-digit code from the pick list for applicable students. This is the last program the student was enrolled in during the school year.
Plan of Delivery: Select code 70- Program of Study, 75- Career and Technical, or 80- Adult Affidavit Program from the pick list for applicable students.
Task List Completion: This is reported in the CTE Export Student Fact File. This field is required for 12th grade students. Indicate if the secondary student has completed all of the program of study (POS) competencies on the school’s task list. If the field is left empty, the export will fill in N/A for non-12th grade students.
Program Hours Completed: Enter the cumulative technical instructional hours that the student received a passing periodic grade during this reporting year plus all other scheduled technical instructional hours successfully completed (passed) within the student’s reported program (CIP) in prior years. Base all cumulative successfully completed technical component instructional hours reported solely on the student’s enrollment in the reported program over the span of the student’s secondary education. Truncate to the nearest hundredth of an hour (e.g., 40.99999 hours should be truncated to 40.99 hours).
Percent of Program Completed: Enter the percentage completed for the CIP code reported. This is the cumulative total CTE program hours successfully completed divided by the total CTE hours normally scheduled and offered for the student’s CIP, multiplied by 100. Truncate to nearest hundredth of a percent (e.g., 84.88888 percent should be truncated to 84.88 percent).
Cumulative Postsecondary Credits: Report only earned credits awarded and documented on an official postsecondary institution transcript. Round to the nearest hundredth of a credit.
Community/Job Exploration Experience: Select the check box, if applicable.
Registered Apprenticeship: Select the check box, if applicable.
School Sponsored Enterprise: Select the check box, if applicable.
Supervised Agriculture Experience: Select the check box, if applicable.
Work Based Experience: Select the check box, if applicable.
Student Certifications: You may enter certifications from the pull-down on this logging field. When you select a certification, the default date will be June 30th of the current school year. There shouldn't be a need to modify the dates unless the state revises their current requirements that all dates should be June 30th.
Certification Code
Certification Date
CIP Code (AAP Students): CIP code only for Adult Affidavit Program (AAP) students. Normal secondary CTE students are only allowed to be reported with one CIP code. AAP students are allowed multiple ones. These CIP codes are for those AAP students. They should be left blank for secondary students.
AAP Pell Grant: Required only for Adult Affidavit Program (AAP) students. Select yes if the AAP student received a federal Pell need-based grant during the academic year.
APP Performance Code: Required only for AAP students. Select yes if the student is enrolled in a program supported by Perkins funds and achieved a passing grade for the occupational instruction received during the reporting year. Select no if the student is enrolled in a program supported by Perkins funds but the student DID NOT achieve a passing grade during the reporting year. Select N/A if the student is in an AAP program that is not graded or the program is not supported with Perkins funds.
Adult Affidavit Programs: Normal secondary CTE students are only allowed to be reported with one CIP code. AAP students are allowed multiple ones. These CIP codes are for those AAP students. They should be left blank for secondary students.
CIP Code: Classification of Instructional Program. Select a 6-digit code from the pick list for applicable students. This is the last program the student was enrolled in during the school year.
Year-End Status: Select the status of the student on the last day of school or when the student exited career and technical education (CTE) during the current school year.
Apprenticeship: Select the check box if this is an apprenticeship.
Hours Completed: Enter the number of hours completed which can contain up to two decimal places.
Percent Completed: Enter the percent completed which can contain up to two decimal places.
Performance Code: Select the appropriate code: N (Did not receive a passing grade), N/A (program not graded or not Perkins funded), Y (received a passing grade).
PIMS English Learners & Family:
EL Status for Alert Icon (calculated nightly): This field uses the EL Status in the logging field. When students are flagged with an EL status of 01 or 06, this alert icon is displayed.
English Learner Data:
School Year: PIMS pulls data from the current school year’s logging record.
EL Status: Select the code that describes the student's English language status.
LIEP Type: Select the appropriate code.
Title III EL Eligibility: Required if EL Status is 01. Select yes if this EL student is Title III served.
Date First Enrolled in U.S. School: Enter the first date the student enrolled in a U.S. school. Required for EL (English Learner) students.
Date first Enrolled in ELD/Bilingual: Required if student enrolled in EL/Bilingual. Enter the date when the student was first enrolled in an EL/Bilingual education/LEP program since first enrollment in a U.S. School.
Home Language: Select the student's home language, e.g., French, Spanish, etc. Leave blank if Home Language is English.
Displaced Homemaker: Select Yes or No. Required for CTE (Career & Technical Education) students.
Military Family: Select Yes or No as to whether the student belongs to a military family. The default is No.
Single Parent: Select Yes or No as to whether the student belongs to a single parent family. The default is No. Required for CTE (Career & Technical Education) students.
Foreign Exchange: Select Yes or No to indicate whether the student is a Foreign Exchange student. The default selection is No.
Years in U.S. Schools: Enter the number of years the student has attended U.S. schools. Required for immigrant students.
Country of Birth: Select the country where the student was born.
Home Address Country: Select the student's state county code.
PIMS Enrollment Overrides:
This area contains the entry date fields. These entry dates are used in the state's Student Demographics and Student Snapshot export related questions, and are calculated when the export is created. Read-only text shows the calculations for School, District and State Entry dates. Each time the Student Calendar Fact export is run, Focus will generate entry dates for all students in the current filter who are active for attendance. If the process is run in single school mode, all three dates generated will be the same. When run in multi-school mode, the process will save the school entry date for each school based on only the attendance entry, withdrawal, re-entry records from that school. The state entry date is always the very first entry date a student has in the Enrollment logging field. Students who need to have a more recent state entry date will need to have that date entered in the manual state entry date field.
If there are dates in the "Entry dates to override attendance" fields, those dates will always be the ones used instead of the enrollment dates.
If you want to override the calculated dates for a student, then enter the following: School Entry Date, District Entry Date, and State Entry Date.
Calculated school entry date.
Calculated district entry date.
Calculated PA entry date.
School entry date override.
District entry date override.
PA entry date override.
Summer Exit Entry Date. Do not use this field. Use the Enrollment record.
Summer Exit Enrollment Code. Do not use this field. Use the Enrollment record.
Summer Exit Reason. Do not use this field. Use the Enrollment record.
Out of District Special Ed Student.
Other Out of District Student.
Exclude Outplaced Student from Course Export.
PIMS Free & Reduced Lunch Data:
School Year: PIMS pulls data from the current school year’s record.
Food Program Participation: Refers to how the student participates in the lunch program. Select F (Free), R (Reduced price), or N (Neither). The default is N.
Food Program Eligibility: Refers to free/reduced lunch program. Select F (Free), R (Reduced price), or N (Neither). The default is N.
Economic Disadvantaged Status: Refers to whether or not the student is economically disadvantaged. The default is N, the student is not economically disadvantaged.
Effective Date
PIMS Graduation:
Test Information (calculated nightly): This is not PIMS reportable data.
Graduation Date: Enter in the student’s actual graduation date. This is not used in PIMS but is used in the SSRS Transcripts.
Grade 9 Entry Date: Enter the student's grade 9 entry date. Required for students grade 9-12 or SUG (secondary ungraded).
Expected Graduation Timeframe: Enter the student's expected graduation date, MMYY, e.g., 0608. Required for students grades 9 and up.
Post-High School Activity: Select the code that describes the student's post high school activity, e.g., State University (PA), Military, etc. This field is required for dropouts and 12th grade graduates.
Diploma Type: (Optional) Select 806 (Regular Diploma), or 816 (General Educational Development (GED). Required for students who have graduated.
PIMS Special Ed & 504:
Special Education: Logging field.
School Year
Special Education Code: Select the code that describes the student's Special Education status.
Challenge Type: Required. Enter the primary disability as identified on the evaluation/reevaluation report. The state's valid values are as follows:
2121 Autistic/Autism
2122 Deaf-blindness
2123 Hearing impairment including deafness
2124 Mental retardation
2125 Multiple disabilities
2126 Orthopedic impairment
2128 Specific-learning disability
2129 Speech or language impairment
2130 Traumatic brain injury
2131 Visual impairment including blindness
2132 Other health impairment
2127 Emotional disturbance
2134 Developmental delay
2135 Infants and Toddlers with Disabilities
Effective Date: Date the IEP started or the start of the school year. It is expected that a student will have a record for each school year.
Referral: Select yes if this is a special education student that is referred to another LEA for education.
Teacher Name: Required. Select the teacher who provides the majority of the special education services.
Secondary Disability: Optional.
Amount of Services: Required. The amount of special education services as identified on the IEP or Notice of Recommended Educational Placement. The state's valid values are as follows:
01 Itinerant
02 (Reserved) formerly Resource
03 (Reserved) formerly part-time
04 Full-time
05 Gifted
06 Supplemental Resource
Type of Support: Select the type of support the student is receiving from the pull-down.
01 Learning
02 Life Skills
03 Multi-disabilities
04 Emotional Support
06 Deaf or Hearing Impaired
07 Speech and Language
08 Physical
10 Blind or Visually Impaired
26 Autistic
Primary Placement: Required. Select Yes or No.
Exit Date: Optional. Enter the date the student exited the special education program.
Exit Reason: Optional. Enter the reason the student exited the program.
01 Graduated with Regular High School Diploma
02 Received a GED
03 Reached Maximum Age
04 Dropped Out
05 Transferred to Regular Education
06 Moved, Known to be Continuing
09 Died
Education Environment: Required. Students with disabilities must be educated in regular public school buildings with non-disabled students to the extent possible. Select from the drop list the appropriate value.
Environment Percentage: Conditional. Enter the actual percentage of time that the student is educated in regular classrooms in a public school building with non-disabled students.
Service Provider: Required. Enter the 9 digit AUN of the special education service provider as indicated on the IEP or Notice of Recommended Educational Placement. Enter the actual name of the service provider if the AUN doesn’t exist. You may either use the Admin menu -- Edit Valid Data Selections job to enter the most common AUN numbers, and/or may leave this field open-ended and enable new entries to be entered by data entry staff as needed.
Provider Location: Required. Enter the 4-digit code identifying the school where the Special Education Services are provided. You may either use the Admin menu -- Edit Valid Data Selections job to enter the most common provider codes, and/or may leave this field open-ended and enable new entries to be entered by data entry staff as needed.
Transition IEP: Select Yes or No.
Transition IEP (Comp Int Emp): Select Yes or No.
Transition IEP Paid Work: Select Yes or No.
Transition IEP Job Supports: Select Yes or No.
Transition IEP (Comp Int Emp Goal): Select Yes or No.
Special Ed Referral: Select yes if this is a special education student that is referred to another LEA for education.
Act 16: Logging Field. Pulls from the previous school year.
School Year
Code: Select the code identifying the educational expenditure cost range for a student with disabilities.
IEP Start Date: This field is not reported to the state. If this date is empty, the Special Education Snapshot export will assume the student has a valid IEP on the export snapshot date. If this date is provided, the export will compare this date to the snapshot date. If the IEP start date is after the snapshot date, the student will be excluded from the export file.
504 Plan: Select Yes or No to indicate whether the student has a Section 504 Plan. The default selection is No.
Gifted: Select GY (Gifted and has GIEP), GN (Gifted and does not have GIEP), or N (Not Applicable). The acronym GIEP stands for Gifted Individualized Education Program. The default selection is No.
Special Education Evaluation: Valid values are In-Process, Active and Not Eligible.
Transition IEP Status: Select whether the student has a transition plan as part of their IEP.
Transition IEP Paid Work Based Learning: Required if Transition IEP Status is yes. Select whether the IEP contains new services that support paid work-based learning experiences in a competitive (at least minimum wage) integrated setting.
Transition IEP Job Supports/Coaching: Required if Transition IEP Status is yes. Select whether the IEP contains services that include job supports/coaching.
Transition IEP Career Development/Job Exploration: Required if Transition IEP Status is yes. Select whether the IEP contains services that include career development and job exploration.
Transition IEP Modified: Required if Transition IEP Status is yes. Select whether the transition IEP has been modified to include services that support paid work-based learning experiences in a competitive (at least minimum wage) integrated setting.
PIMS Student Award Facts:
This is the student award fact for non-CTE industry-recognized credentials and work-based learning experience.
Award Code
Award Date
PIMS Student Programs:
Maintain and track student program participation, in response to the requirements of a growing number of state's department of education. This is where you track homeless students. You can use this job to assign or modify program assignments on a student-by-student basis. You can record the date on which a student enrolled in a program and track exits from that program. Programs may indicate that a student is enrolled in Title I, Special Education, Vocational Program, alternative education, etc. You may find that you have state-mandated or district-mandated codes to use for these programs.
Program Code: Required. Select the student’s program using the pick list.
Start Date: Required. Enter the student’s start date for this program.
End Date: Optional. Enter the student’s end date for this program.
Intensity: Optional. Enter the Intensity of the program. For example, you might make a general differentiation between programs that are of high and low intensity. Alternatively, you could specify the number of hours and/or minutes of instruction. The use of this field is both optional and open-ended.
Comment: Optional. Enter a comment of up to 100 characters.
Participation Information: Optional. You can use this field to specify any additional information about the program that could vary on a student-by-student basis. For example, in a tutoring program, you could note the days the student is tutored.
PIMS Title I & District Fact:
Title I Part A
Title I Reading or Language Arts: Select this option if the student received instructional services in Reading or Language Arts through a Targeted Assistance School (TAS) program funded by Title I, Part A.
Title I Math: Select this option if the student received instructional services in Math through a Targeted Assistance School (TAS) program funded by Title I, Part A.
Title I Science: Select this option if the student received instructional services in Science through a Targeted Assistance School (TAS) program funded by Title I, Part A.
Title I Social Studies: Select this option if the student received instructional services in Social Studies through a Targeted Assistance School (TAS) program funded by Title I, Part A.
Title I Vocation or Career Studies: Select this option if the student received instructional services in Vocation or Career Studies through a Targeted Assistance School (TAS) program funded by Title I, Part A.
Title I Other Instructional Services: Select this option if the student received instructional services in any subject area not listed above through a Targeted Assistance School (TAS) program funded by Title I, Part A.
Title I Health, Dental, or Eye Care: Select this option if the student received support services in the general area of Health, Dental or Eye Care through a Targeted Assistance School (TAS) program funded by Title I, Part A.
Title I Guidance/Advocacy: Select this option if the student received support services in the general area of Guidance/Advocacy through a Targeted Assistance School (TAS) program funded by Title I, Part A.
Title I Other Support Services: Select this option if the student received support services in any area not previously mentioned in this section through a Targeted Assistance School (TAS) program funded by Title I, Part A.
Title I Grade Level Override: The Title I file has some differences in how the grades are listed compared to standard PIMS grades. The export will use the PIMS grade (or equivalent listed below) unless one of the extra Title I grades listed here is selected. The non-PIMS grades are: A02 (ages 0-2), A35 (ages 3-5), and UNG (ungraded).
Title I Disabilities Override: Based on your selection for the PIMS field Challenge Type, Focus can determine whether a student has a disability or not. In most cases, you can leave the Disabilities field set to blank. You only need to fill in this disabilities field to override that determination in the situations that follow. Select No here when a student is currently counted as having a disability in the export but he/she should NOT be counted. Select Yes here when a student should be counted as having a disability but he/she is not counted in the export.
Title I Homeless Override: Based on the presence of a program code 032, Focus can often determine whether a student is homeless. In most cases, you may leave the Homeless field set to blank. You only need to fill in this homeless field to override that determination in the situations that follow. Select No here when a student is currently counted as being homeless in the export but he/she should NOT be counted. Select Yes here when a student should be counted as being homeless but he/she is not counted in the export.
Title I EL Override: Based on your selection for the PIMS field (41) EL status, Focus can determine whether a student is Limited English Proficient. In most cases, you may leave the LEP field set to blank. You only need to fill in this LEP field to override that determination in the situations that follow. Select No here when a student is currently counted as being LEP in the export but he/she should NOT be counted. Select Yes here when a student should be counted as being LEP but he/she is not counted in the export.
Title I Migrant Override: Unlike the above fields, there is no PIMS field from which Focus can determine whether a student is a migrant. So, you must select Yes if this student should be counted in the migrant category. Leave it blank or select No if they should not be in that category.
1. From the Users menu, click User Info.
See User Info for more information.
PIMS Staff:
PPID or MPTID: State assigned ID number.
Active/Inactive Status. Required: An indication of whether the staff member is currently active, is terminated, or is on leave. In the case of staff leave, the type of leave (e.g, Military, Family, Administrative, etc.) is indicated. The default is A (Active).
District Code. Required: Enter the 9-digit administrative unit number for the district.
School Code. Required: Enter the 4-digit code that identifies the primary school employment for this staff member.
Job Description Code. Required: Select the level of access that should be granted to this staff member in the PVAAS Roster Verification system. The value in this field will be used to create account credentials and authorize specific levels of access to PVAAS.
Staff Employment Type. Required: Select whether the staff member is full time or part time. The default is F (Full-time).
Total Years of Experience. Required: The total number of years this staff member has worked in one or more educational institutions.
Years of Experience in District. Required: The total number of years this individual has worked for this LEA.
Annual Salary. Required: The salary or wage (in whole dollars) an individual is paid before deductions (excluding differentials).
Job Class. Optional: The category which most clearly reflects the nature and degree of an individual's participation in the work force.
Highest Degree. Required: The extent of formal instruction an individual has received (e.g., the highest grade in school completed or its equivalent or the highest degree received).
Local Contract. Required: Select yes if the staff member has a current contract and no if they are working without a contract because the contract is currently in negotiations.
Employment Eligibility Verification: Optional. The documentation in addition to an identification document with photograph (e.g., driver's license) furnished by an individual to show his or her eligibility to be legally employed in the United States.
Date of Hire. Optional: Date the staff was hired by the district.
Exit Date. Conditional: Required only for exited staff. The month, day, and year on which an individual ended a period of self-employment with an organization or institution. This should be the first day the staff member is no longer employed.
Termination Code. Conditional: Required only for exited staff. The primary reason for the termination of the employment relationship.
Exclude Staff from All PIMS Exports: Exclude this staff member from all PIMS exports: If this option is checked, the staff member will not be included in the Staff, Staff Snapshot, or Staff Assignment exports.
Ignore Exit Date for Staff Snapshot File: Ignore exit date for Staff Snapshot file: Your DOE's specifications state that the staff and staff snapshot files should include all employees who were reported last year but have since left. In order to report those staff members, you must (1) copy those teachers to the current school year and (2) check this "Ignore exit date for Staff Snapshot file" option for each applicable staff member. If this staff member is no longer employed and has an exit date, select this option to have them included in the Staff Snapshot file whether or not they were employed on the snapshot date.
Exclude Staff from All EWS Exports
Staff Assignments
Assignment Code: Required. Enter the current assignments for this staff member, the percent time (FTE) assigned to each assignment, the start date, and the completion date.
FTE: Required. The Full Time Equivalency (FTE) is the percentage of time the staff member spends on this assignment. Percentages should be entered in whole numbers without a decimal point, e.g., an FTE of 90% should be entered 90 (not .90).
Start Date: Required. When entering start dates, if the assignment is a continuation from the previous school year, enter July 1 of the current school year. If the assignment is within the current school year, enter the actual start date of the assignment. If the start date field is left empty for an assignment, the export will treat it as a continuation from the prior year and enter July 1 of the current school year as the assignment date. For example, for the 07-08 school year, July 1, 2007 will be entered.
Completion Date: Conditional. Enter the date an employee left a specific assignment to move to another assignment in the same LEA, or the date an employee was terminated from the LEA.
EWS Program: Required. Select the program associated with this assignment. If an assignment code is entered and the corresponding program field is left empty, the staff assignment export will fill in 03 Regular Education.
Primary Assignment: Indicates the teacher’s primary assignment.
PIMS Security Staff
Qualifications Status Survey: Required. Select the qualification status for school security staff.
Authorized to Carry Weapon Security: Required. Select Y or N to indicate whether this security staff member is authorized to carry a weapon.
Initial Training Date: Conditional. Enter the date of initial training.
Firearms Qualification Date Security: Conditional. Enter the date qualification was obtained.
CPR Qualification Date Security: Conditional. Enter the date qualification was obtained.
First Aid Qualification Date Security: Conditional. Enter the date qualification was obtained.
MPOETC Training Date Security: Conditional. Enter June 30 of the school year the Municipal Police Officers’ Education & Training Commission training was held. For school year 09-10, this would be 06-30-2010.
MPOETC Current Year Training Hours Security: Conditional. Enter the number of hours of training within the current year for MPOETC.
NASRO Training Date Security: Conditional. Enter June 30 of the school year the National Association of School Resource Officers training was held. For school year 09-10, this would be 06-30-2010.
NASRO Current Year Training Hours Security: Conditional. Enter the number of hours of training within the current year for NASRO.
Local Training Date Security: Conditional. Enter June 30 of the school year the local training was held. For school year 09-10, this would be 06-30-2010.
Local Current Year Training Hours Security: Conditional. Enter the number of hours of local training for the current year.
1. From the Setup menu, click District Info.
This area consists of several logging fields specifically for PIMS.
Contracted Security Staff: This log field tracks contracted, rotating security staff for the District Fact for Safe Schools. Do not include security personnel reported in Staff collection templates.
School Year: Enter the reporting school year.
Providing Services
Can Carry Weapon: Required. Select Y or N to indicate whether this security staff member is authorized to carry a weapon.
CPR Trained: Enter the date qualification was obtained.
First Aid Trained: Enter the date qualification was obtained.
Firearms Qualified: Enter the date qualification was obtained.
MPOETC Training: Enter the number of hours of training within the current year for MPOETC.
NASRO Training: Enter June 30 of the school year the National Association of School Resource Officers training was held. For school year 09-10, this would be 06-30-2010.
Local Training: Enter June 30 of the school year the local training was held. For school year 09-10, this would be 06-30-2010.
Scope of Services: Select the appropriate scope: 1 All schools in LEA, 2 High School(s) only, etc.
Title III Nonpublic Counts: This log field tracks nonpublic date for the District Fact for English Learners.
School Year: Enter the reporting school year.
EL Students: Enter the number of English Learners.
Immigrant Children & Youth: Enter the number of immigrant children and youth.
Schools Served: Enter the number of schools served.
Title III Professional Development
School Year: Enter the reporting school year.
Activities: Select all that apply.
Act06 Comment: Require if ACT06 Other is selected in Activities.
Content Classroom Teachers: Enter the number of Content Classroom Teachers.
EL Classroom Teachers: Enter the number of EL Classroom Teachers.
Principals: Enter the number of Principals.
Administrators: Enter the number of Administrators.
Other School Personnel: Enter the number of Other School Personnel.
Community-based Organization: Enter the number of Community-based Organization.
LIEP Survey: This log field tracks LIEP (Language Instruction Educational Program) for the District Fact for English Learners.
School Year: Enter the reporting school year.
Entry Assessments: Select the entry assessments used.
Ongoing Assessments: Select the ongoing assessments used.
Exit Assessments: Select the exit assessments used.
Certified LIEP Teachers: Enter the number of Certified LIEP Teachers.
Non-Certified LIEP Teachers: Enter the number of Non-Certified LIEP Teachers.
Additional LIEP Teachers for Next 5 Years: Enter the number of Additional LIEP Teachers for Next 5 Years.
LIEP Budget: Enter the number of LIEP Budget.
EL Bilingual Languages: From the picklist, select the languages that apply.
Mixed Bilingual Languages: From the picklist, select the languages that apply.
Transitional Languages: From the picklist, select the languages that apply.
Mixed Classes Languages: From the picklist, select the languages that apply.
Title I Nonpublic Students: This log field tracks Title I Nonpublic student counts for the District Fact for Title I.
School Year: Enter the reporting school year.
Total Served: Enter the total number of students served.
Enter the total served in each age group and grade level.
District Snapshot: This log field tracks data for the District Snapshot.
School Year: Enter the reporting school year.
Entry Age in Months: Enter the youngest age (in months) for an entry level student.
Entry Cutoff Date: Enter the cutoff date for the student to reach the minimum entry age.
Kindergarten Type: Select the kindergarten type in the district. Valid values are:
K4: Two year kindergarten program
K5: One year kindergarten program
1. From the Setup menu, click School Information.
Only those fields that pertain to PIMS are listed in this document.
Exclude from State Reporting
Federal School Identifier: Not used in PIMS.
IB: Indicates if the school participates in an International Baccalaureate Program. Not used in PIMS.
Technical Center: Set to Yes if a technical center. Not used in PIMS.
School Number: This is the number pulled in from MMS. Not used in PIMS.
Title 1: Indicates if the school is Title 1. Not used in PIMS.
District Code: Enter in the PIMS district code.
Location Code: Same as the PIMS Field: Resident School.
Location Domain -- AED: This logging field is used to submit the results of AED Report Form. Create a record for each AED.
Reporting Date: Select the reporting school year.
Category 1: Always use AED.
Category 2: The AED numbers in the Category 02 column of the Location Fact template are to assign a unique or ‘key’ value to each record. You need not associate this with any identifying numbers already on the AED.
Category 3: Select a condition other than NA.
Primary Measure Type: Always use Indicator.
Indicator: If you are reporting an AED on this line, select the checkbox.
Service Date: Enter the school year indicating when the AED was placed in service.
Date of Inspection Expires: Enter the date on which the current inspection expires. If none, report the earliest date of expiration of any of the components (batteries, pads, etc.)
Placement: Enter a brief description of the location of the AED within the school.
1. From the Student menu, click Enrollment Codes.
Focus uses the Short Name to upload to the PIMS.
If there are students that need to be excluded from the School Enrollment, Student Snapshot and Student Calendar Fact extracts, assign an Enrollment code that contains an asterisk (*) in the Short Name. The students with this type of enrollment code will be included in all other extracts.
See Enrollment Codes for more information.
1. From the Scheduling menu, click Courses & Sections.
2. Click the applicable Subject, then click the Course.
State Course Code: Select the PA standardized course code that corresponds to the selected course. For dual enrollment courses, use the course code that best describes the content of the post-secondary course.
Honors: Select if the course is an Advanced Academic course.
Required for Diploma: Select if the course is required for a high school diploma.
Dual Credit: Select if the alternate course code (state course code) is one of the six general dual enrollment course codes.
Advanced Placement: Select if the course can make a student eligible for Advanced Placement credits for a post-secondary institution.
Career and Technical Indicator: Select if this is a career and technical course.
Gifted Indicator: Indicate if this course is intended for gifted students.
International Baccalaureate: Select if this course is part of an international Baccalaureate program.
Exclude from PIMS Reporting: Select if this course should be ignored when creating PIMS course exports. You can check all of the courses that should be excluded and they will not appear in any PIMS exports.
Exclude from EWS Reporting: Select this option to have the EWS course, EWS course instructor and EWS student course enrollment exports skip the course.
Course School: This field is designed to help out schools, who store more than one 'physical school' in a single School Code (e.g., both the Middle School and High School reside within the school pick list entry of school code 701). Under normal situations, you can simply leave this field blank and Focus will fill the appropriate school codes during the export process. Problems occur, when the same school code contains more than one school since you must report them separately and the Course School field ONLY needs to be filled in under that specific condition. This way, you can differentiate the courses taught at one location from those taught at another. Schools where one School Code equals one PA school, may leave this field blank and the school code will come from the School Information data.
Course Differentiator: Indicate when the course is offered:
FY - Full year course
S1 - Course offered in semester 1 only
S2 - Course offered in semester 2 only
Q1 - Course offered in marking period 1
Q2 - Course offered in marking period 2
Q3 - Course offered in marking period 3
Q4 - Course offered in marking period 4
FQ - Course offered in all four marking period quarters
B - Course offered in both semester 1 and semester 2
S - Summer school course
T1 - Course offered in trimester 1
T2 - Course offered in trimester 2
T3 - Course offered in trimester 3
T4 - Course offered in all three trimesters
CTE (PA) Delivery Model: Select the code that signifies the method used to deliver instruction to the students in this course.
Assessment Subtest 1: Enter the test given for the course.
Assessment Subtest 2: Enter a secondary test given for the course.
3. Click the applicable Subject, click the Course, then click the Section.
4. Click the Pennsylvania tab.
Teacher of Record ID: In some cases, you may need to report a different teacher than the one tied to the MMS course/section. This was generally where a course is taught by a long-term substitute, but the state wants the original teacher of record. This field needs to be populated only when the teacher listed in the course section is not the teacher to be reported to the state.
Course Language: Select the code for the primary language in which the course is taught. If no language code is selected, the export program will insert 1290 for English, so you only need to select a code for courses that are taught in a language other than English.
Course Delivery Method: Select the code that signifies the method used to deliver instruction to the students in this course section. If no code is selected, the export will fill in 0340 for In School.
Teacher 1 Responsibility -- Teacher 10 Responsibility: For each teacher listed in the Co-Teachers tab, enter the percentage of instruction for which the teacher is responsible. If no value is entered here, default values will be applied when the percentages are required.
Assessment Subtest 1: Enter the subtest for the section only if it is different than what is setup in the Course.
Assessment Subtest 2: Enter the secondary subtest for the section only if it is different than what is setup in the Course.
5. Click the Co-Teachers tab. If additional teachers need to be reported for this section, select them here.
Co-Teacher: Select the applicable co-teacher from the pull-down.
Permissions: This is not reported on as part of PIMS. This indicates the level of access the co-teacher has in the section’s gradebook and attendance. Options are None, Read Only and Modify.
Start Date: Enter the start date the co-teacher will work with the section.
End Date: Enter the end date of when the co-teacher worked with the section.
Days Override: This is not reported on as part of PIMS. Select the days the co-teacher will work with the section.
See Courses & Sections for more information.
1. From the Discipline menu, click Add Referral.
Required fields are marked by a red asterisk, highlighted red, and in the Errors box.
For more information, see Add Referral.
An Incident ID will be automatically generated by Focus when the referral is saved.
Discipline Code: A code must be selected but may be edited after the referral has been saved.
Primary Infraction Comment: Any notes to be reported to the state in the School Safety file should be entered in the PA Infraction Comment. Use the standard Infraction Note for comments you do not wish to send to the state.
Time of Incident: Conditional. Required if PA Place is set to 1 On school property/grounds. Select the code for the time frame in which this incident occurred.
Place of Incident: Required. Select the code that matches the place the incident occurred.
School Override: Not used.
Weapon Code: Select the code that best describes the weapon used.
Weapon Detection Code: Select the code that signifies how the weapons involved in this infraction were detected.
Weapon Comment: If the weapon code selected is Other and/or the weapon detected method code selected is 5 Other, enter a comment here providing more details.
Primary Weapon Count: Enter the total number of weapons used by the offender for this infraction.
Against Property: Required. Check this box if the incident is one against property. This will be No for all new incidents. Only incidents that you check will have Y reported for field "9 Incident Against Property Indicator", in the Incident Template.
Exclude from PIMS: Select this check box if you would like all information related to this incident and its associated actions and infractions to be excluded from PIMS exports.
Teacher Comments: View any comment a teacher entered for referrals they submit.
The disciplinary action is entered on the Action Records logging fields.
Start Date and End Date: Required. The system will allow you to assign dates on days when school is not in session. Whether or not 0 session dates are included in the listing is determined by your answer to the question Include 0 session days in selected action dates? The system will also list all dates in the calendar, from the first day of school to the last, regardless of whether the student is a member. These dates are not uploaded to the state but are Required to save the action record to the student.
Disciplinary Action Code: Select the disciplinary Action to assign to the student from the pick list.
PIMS Reportable Units: Required. The number of Units associated with this action. For the purposes of PIMS, units indicate the number of days.
Comment: Any notes to be reported to the state in the School Safety file should be entered.
Received Services: Conditional. Required if discipline action code is S5 Expulsion less than one calendar year, S6 Expulsion one calendar year, or S7 Expulsion more than one calendar year. Select the check box to indicate whether the student received educational services during expulsion.
Offender Type: Required. Select the appropriate value: 1- Student, 1 Student with IEP, 3 Student from Another School, 4 Parent, 5 Adult visitor/intruder, 6 District Employee, or 7 Unknown.
LLE Notified: Required. Yes or No.
Name of LLE Contacted: Conditional. Required if Local law enforcement contacted is Yes.
LLE Incident Number: Optional. Enter the incident number used by the local law enforcement agency to identify the incident.
Arrested Code: Required. Select the code that indicates whether or not the student was arrested. Note that removal of student by police does not constitute an arrest. There will be many situations in which law enforcement takes a student into custody, but will not initiate criminal charges against the student.
Adjudication Code: Conditional. Required if offender was arrested. Select the code for the type of adjudication (judgement) for the offender.
Alt Ed Assigned: Required. Yes or No.
Received educational services: Conditional. Required if discipline action code is S5 Expulsion less than one calendar year, S6 Expulsion one calendar year, or S7 Expulsion more than one calendar year. Select yes or no to indicate whether the student received educational services during expulsion.
Parental Involvement Type: Select all that apply. Optional. Select all types of parental involvement the offender has been referred to or is participating in.
Parental Comment: Conditional. Required if Other is selected for one of the Parental Involvement types. Provide details of the type of parental involvement.
The Victims table is used to document the victims of the aggressor student. When Prevent the Co-Enrollment check box is selected on the entry, the aggressor cannot be enrolled in the victim’s school for the defined period. A warning message will display on the Add a Student screen indicating the student cannot be enrolled because they are an aggressor of the victim student.
In the Victims table on the referral enter information in one of the following fields:
Select the Victim - Student, if it was a student.
Select the Victim - Staff if it was school staff.
Select the Victim - Parent/Guardians if it was a parent or guardian of a student.
Enter the First Name - Non Student/Staff and Last Name - Non Student/Staff if it was someone not associated with the school.
Victim Type: Select the type of victim.
Non-Student Age At Time of Incident: Required if known.
Student Assistance Program Referral: Required. Select the check box to signify if this victim was referred to the Student Assistance Program.
Injury Severity: Required. Select the code that matches the injury received by the victim.
Medical Treatment Required: Required if known. Select the check box if the victim received medical treatment.
Comment: Conditional. Required if the victim received medical treatment. Enter details of the type of treatment the victim received.
Non Student - Race: Not required.
Non Student - Gender: Not required.