PSSA Accountability Internal Snapshot in PIMS Webinar

Thank you for taking time out of your busy
schedules to view this webinar today for the PSSA Accountability Internal Snapshot in PIMS. Before we begin with the agenda, I want to
take a moment to tell you a little about us. The Division of Assessment and Accountability
is part of the Bureau of Curriculum, Assessment and Instruction. DAA is responsible for collecting assessment
data for the PSSA and Keystone Exams and reporting data for the state and federal requirements,
which includes the Future Ready PA Index, ESSA dashboard, PVAAS and USDE. It is also responsible for providing guidance
and policies based on federal and state laws. All the PIMS trainings listed in the 2018-19
PIMS calendar will be conducted by the division of Assessment and Accountability (DAA). Today’s agenda will cover data submitted
by LEAs and related reports. Who submits data to PIMS? Any entity providing educational services
is an “Educating Entity”. Educating Entities include School Districts,
Charter Schools, IUs, CTCs, PRRI’s, APS’s and SJCI’s. Educational Entities are responsible for ensuring
that all eligible students in grades 3-8 and in some cases, grade 9, for whom the entity
is providing educational services are assessed. In order to submit the correct data, PIMS
Administrators must first identify the students who were present as of the last day of the
testing window along with their demographics. This data is reported in the School Enrollment
template. Once the student is identified as being enrolled
in the LEA, the student’s data is retrieved from the Student template. Please make sure that the student’s grade
matches between the School Enrollment template and the Student template. There are two templates, student and school
enrollment that need to be updated and uploaded in Collection Window 6. Please be sure that the data passes the Data
Quality Engine Rules for the PSSA Accountability snapshot. It’s also important that PIMS Administrators
verify that data has been successfully uploaded by running the Subgroup Comparison reports
in the Presnapshot folder. It will be too late to change data if the
PIMS Administrator waits to run the final ACS after the due date. If the data on the ACS is incorrect, the LEA
will contact the Division of Assessment and Accountability directly at [email protected] as
soon as possible and explain the reason for the error(s). The internal snapshot begins with the student
represented here by the blue circle, which includes the student’s five matching criteria
and. The components that make up the student data
are the Student Demographics and School Enrollment as reported in PIMS by the PIMS Administrator. The first template needed for the PSSA and
Keystone assessments’ upload is the School Enrollment template because it is used to
track student entry and withdrawal from the LEA. An entry date must be entered when a student
is being educated by the Educating LEA. If the student leaves, a withdrawal date is
entered showing that the student is no longer being educated at your entity. The school enrollment template also tracks
a student’s grade or school building such as a move from an elementary school to a middle
school, which is designated by using withdrawal code WD11 or WD12. For accountability, PDE uses the student test
result for the calculation of performance and participation rates if the student has
Full Academic Year (or FAY) status. Entry and withdrawal dates help PDE determine
the students who were enrolled in the LEA. The definition of Full Academic Year, which
is used for accountability, is a student who is enrolled on or before Oct 1 of the current
school year and remains continuously enrolled as of the last day of the testing window for
each PSSA and Keystone testing window in Math and Algebra 1, Science and Biology and ELA
and Literature. Here are two examples. The last day of the testing windows for the
2019 PSSAs are April 26th for ELA and May 3rd for Math and Science. If a student changes school buildings within
a school year and uses withdrawal code WD11 or WD12, it will not be factored into making
the determination of FAY status. Withdrawal codes can be found in Appendix
E of the PIMS Manual, Volume 2. These two Withdrawal codes are not considered
when PDE makes a determination of a student’s continuous enrollment calculation showing
full academic year status. It is very important that the five matching
criteria: First Name, Last Name, Birthdate, PAsecureID and Grade, are correct because
these basic data fields identify the student and this is how the student is initially linked
to test results. This is why there is so much emphasis on getting
these fields right. Most of these fields are now part of the DQE
Rules when you submit data to PIMS. Sometimes, there are students with similar
names like Jan, Jane and Janet as the first name with the same last name. Sometimes, names are abbreviated where Robert
could be listed as Bob or Rob or a student’s name could be hyphenated in the PIMS file,
the LEA’s Student Information System or the PAsecureID system. DRC matches the first two characters in the
first name and all characters in the last name in the initial matching process. A student’s birthdate must indicate that
the student is school aged. Sometimes there are instances where there
is one PAsecureID for multiple students or multiple PAsecureIDs for one student. Please go into the PAsecureID system and make
sure the data for the student uniquely identifies that student. Another demographic that has become increasingly
important is Grade. The student takes the PSSA for the grade in
which he or she is enrolled at the time of testing. So if a 5th grader is placed in 6th grade
in the middle of the School Year, he or she takes the 6th grade PSSA. If the student cannot be matched using the
five matching criteria, these demographics can help you or someone in the LEA to identify
students in the Attribution Window. This is the list of demographics that are
important to Accountability. There may be changes in the student’s demographics
from one upload to another such as economically disadvantaged and IEP status. Also, please note that race/ethnicity is self
reported and although not likely, it CAN change. LEAs should report the student demographics
at the time of the present upload. The school, district, and state entry dates
in the Student Template are also used to determine if a student record is included in the DRC
file from this internal snapshot. Refer to Slide 12 for criteria used to determine
if a student record is included or excluded in the DRC file. The guidelines for submitting the school,
district, and state entry dates are as follows: These fields cannot be left blank. They are required fields. The dates must fall within the current SY
or before. The state entry date, which is field 109,
is the date the student entered a PA school. The district entry date, which is field 99,
must be on or after the State Entry date. The school entry date, which is field 98,
must be on or after the district and state entry dates. The student must be enrolled in the state
on or before the district and the student must be enrolled in the district on or before
the school. This is a graphical way to show how PIMS applies
business rules to unduplicate student records. The LEA types that can receive an attribution
are CTCs, School Districts and Charter Schools. LEAs that are listed as IUs, PRRIs, APS’s,
SJCI’s, Location Code quad 9 [9999] and Location Code quad 0 [0000] are all re-attributed
to CTCs, School Districts or Charter Schools. If PIMS has a duplicate student reported by
two LEAs, then the LEA with the most recent entry date in the School Enrollment template
will be used. In addition to the Current Business Rules,
let’s discuss how data is used for Accountability from the PIMS Internal Snapshot. This flow chart asks a series of questions
that show you what data is essential in the PIMS upload if a student record is to be included
in the DRC file. We begin with the LEA at the top left of the
slide and ask the question: Did the LEA upload data to PIMS using the Student and School
Enrollment templates? If No, then the student is not included in
the Accountability file that will be sent to DRC, which means the student will not be
included for Attributions. If the answer is ‘Yes’, the LEA uploaded
the data to PIMS then the next Question is: Did the data pass the DQE Rules? If No, then the LEA will have to upload the
data again into PIMS. If Yes, then the next Question is: Did the
School Enrollment Template include the student? If No, then the student is not in the Accountability
file that will be sent to DRC, which means the student will not be included for Attributions. If Yes, then we move to the next Question:
Are the School, District, and State Entry dates within the valid date ranges? If No, then the student is not included in
the Accountability file that will be sent to DRC, which means that the student will
not be included for Attributions. If Yes, then we move to the next Question:
Is the student Full Academic Year (FAY)? Whether or not the answer is Yes or No, the
student is included in the Accountability file that will be sent to DRC. We move onto the next series of Questions
which relate to the Attribution Map: Is the student enrolled in an Occupational or Comprehensive
CTC, school district or charter or cyber charter school where the assessed subject is taught? Is the student coded with Location Code quad
9 [9999]? Is the student at an IU, PRRI, APS, or Location
Code quad 0 [0000]?. Are there any special circumstances? Based on the Attribution Map, students are
either included or excluded from Accountability Reporting. The following dates should be used when running
the Assessment Subgroup Comparison Reports. To run these Reports in Cognos, go to Cognos
Production>PSSA/Keystones>and either the Presnap or the Snapshot folder. You will need snapshot dates from the Previous
Year (PY) and the Current Year (CY). This will show your subgroup data from the
previous year to the current year to help you troubleshoot and ensure the accuracy of
your data. This is a list of Presnapshot reports in Production
, which is updated twice daily in PIMS. These reports show your uploaded data that
will be used in the internal snapshot. If you run these reports, you still have time
to update the data as long as it is before PIMS shuts down to take the internal snapshot. Running the Enrollment PRESNAP Subgroup Comparison
Report will show you enrollment data by subgroup. It is similar to the Presnap Assessment Subgroup
Comparison-PSSA Report. It shows you what the ACS will report after
the snapshot is taken, but you’ll still have time to revise your data if done so before
the snapshot is taken. The next two reports are Warning reports. Running these reports may help you identify
the students who may not be included in your Accountability file. These are some resources available to you
about Attributions, trainings, Future Ready Index and ESSA. Here is our contact information. Please feel free to reach out to the appropriate
contact for assistance. This concludes the presentation on PSSA Accountability
based on the internal snapshot in PIMS. Thank you.

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