1. Special Education Collections
PIMS ACT16 and December 1
Special Education Collections and Changes for 1718 SY

2. Special Education Collections
Who Submits?
School District of Residence
Who Else Submits:
Charter School
Foster Parent Home District (1305)
Who Does Not Submit:
Educating School District (if different that the Resident School District)
APS, IU, County Prison, CTC, PRRI, SJCI
You Do Not Submit These Students:
Students educated in state adult and state juvenile correctional facilities. Wards of State (contact Bureau of Budget and Fiscal Management for reimbursement questions/forms)

3. ACT 16 Special Education Collection
What Templates/Which Students?
Student (1617 SY) and ACT16 Student Fact Templates
All special education students with a valid IEP who received special education services at ANY time during the 1617 SY regardless of whether they were reported in the 12/1 collection.
Guidance on reporting Special Education Expenditures
Report costs based on the IEP.

4. ACT 16 Special Education Collection
Updated Cost Ranges
Change based on School Code. Required to adjust ranges based on Consumer Price Index. (1.7%)
Category 1 - $ $25,424.99
Category 2 - $25,425 - $50,849.99
Category 3 - $50,850 - $76,274.99
Category 4 - $76,275 and OVER
Correction Window – 11/2 – 11/15 (updated invoices)

5. 12/1 Special Education Collection
What Templates/Which Students?
Student and Special Education Snapshot Templates
All special education students with a valid IEP and receiving services as of 12/1 of the current school year. Include out-placed students.
Services include, but are not limited to, itinerant speech, hearing, vision, out of district placements, CTCs, county prisons, 1306 (Institutionalized, Group Homes, PRRIs), APSs, other public and private facilities, hospital/homebound, out of state facilities, instruction in the home, etc.
Student Template record must exist in the current school year for the LEA reporting the student in the Special Education Snapshot.

6. 12/1 Special Education Timelines
Spot Checker
Follow local IU timelines for initial submissions. Utilize your IU Data Manager. How is spot checker different from Sandbox?
PIMS C2 Collection Window
December
All LEAs are expected to submit their templates during this window.
Resubmission/Correction Window
January 4 – 31

7. 12/1 Special Education Collection
Where is the Data Used?
Federal IDEA Funding
State Performance Plan
Annual Performance Report
Special Education Data Report Targets
Compliance Monitoring
Corrective Action
LEA Determinations
Accountability
Significant Disproportionality

8. 12/1 Special Education Collection

9. 12/1 Special Education Collection
Things to Know and be Prepared to Answer
Data submitted this year are compared to last year’s data.
Review detail information with your Special Ed data team. Last chance to make adjustments!
Who is my Special Ed data team??
Be Prepared to Provide Justification:
Was there an increase in a particular population within the LEA? Why?
Was there a change in personnel or programming that caused a particular category to increase? What?
Was there a change in policies or procedures that caused a change in reporting categories? What?
Small N size

10. 1718 Special Education Changes
Special Education Template (New Field)
Primary Placement Type (field 32) – Y/N
Was student placed in a residential facility or group home in the same state by a non-educational agency?
(e.g. court systems; departments of corrections; departments of children, youth and families; department of social services; etc)
What type of agency made the placement? If the IEP team placed the student, field 32 = N.

11. 1718 Special Education Changes
Special Education Template (Updated Codes)
Educational Environment (field 44) Appendix U
Codes 01 and 02 (Approved Private School)
Only to be used for 4010 Funded Students
Scenario #2 – PIMS Reporting Agency
Non-4010 Students use codes 06 (Res) or 16 (NonRes)
Scenario #3 – Non PIMS Reporting Agency
DQE Rules will be modified

12. December 1718 Special Education
Reporting Educational Environment
Section A vs Section B of the IEP
Where is the student receiving services?
(Not necessarily where they are living)
For what percentage of the day are they in the setting?
Regular school building/community-based setting
CTCs are Regular school buildings
District-run Cyber Programs

13. 1718 Special Education Changes
Special Education Template (Updated Codes)
Reason for Exiting Special Education (field 52)
Appendix V
New Code 99
Moved within PA, known to be continuing
Including students who are now homeschooled

14. Special Education Referrals
Scenario 1
If a student is receiving services from the reporting District of Residence / Charter School,
• Student Template-Field 1 (District Code) = AUN of reporting LEA
• Student Template-Field 2 (Location Code) = Location Code of reporting LEA
• Student Template-Field 65 (Graduation Status Code) = Blank
• Student Template-Field 117 (District Code of Residence) = District of Residence AUN
• Student template Field 165 (Location Code of Residence) = Location Code of Residence
• Student Template-Field 167 (Special Education Referral) = N
• Student Template-Field 217 (District of Enrollment Code) = Student Template-Field 1 (AUN of reporting LEA)
• Special Education Snapshot Template-Field 70 (Service Provider) = Student Template-Field 1 (AUN of reporting LEA)
• Special Education Snapshot Template-Field 71 (Location of Special Education Services) = Student Template-Field 2 (Location Code of reporting LEA) OR actual building name where the student is receiving their special education services.
Additionally, the reporting LEA (SD or CS) should submit enrollment records for this student.  If the student is changing from regular education to special education or vice versa: They should submit an enrollment record WD11/WD12 (depending on if they changed locations within the LEA) and immediate submit re-enrollment records with R11/R12

15. Special Education Referrals
Scenario 2
If a student is receiving 100 percent of his/her services from a PIMS reporting LEA (another SD, CS, CTC, IU, APS, PRRI, SJCI),
For the LEA providing the special education services:
• Student Template-Field 1 (District Code) = AUN of PIMS reporting LEA agency providing the students special education services
• Student Template-Field 2 (Location Code) = Location Code of PIMS reporting LEA agency providing the students special education services
• Student Template-Field 65 (Graduation Status Code) = Blank
• Student Template-Field 117 (District Code of Residence) =District of Residence AUN
• Student Template-Field 165 (Location Code of Residence) =  Location Code of Residence
• Student Template-Field 167 (Special Education Referral) = N
• Student Template-Field 217 (District of Enrollment Code) = Student Template-Field 1 (AUN of PIMS Reporting LEA)
Additionally, an Enrollment record (E01) will be uploaded by the PIMS reporting LEA providing the special education services while the student is being educated by this LEA.

16. Special Education Referrals
Scenario 2 continued
For the sending District of Residence / Charter School:
• Student Template-Field 1 (District Code) =  AUN of Reporting LEA (Sending District of Residence / Charter School)
• Student Template-Field 2 (Location Code) = 9999
• Student Template-Field 65 (Graduation Status Code) = Blank
• Student Template-Field 117 (District Code of Residence) = District of Residence AUN
• Student Template-Field 165 (Location Code of Residence) =  Location Code of Residence
• Student Template-Field 167 (Special Education Referral) = Y
• Student Template-Field 217 (District of Enrollment Code) = AUN of PIMS reporting LEA agency providing the student’s special education services
• Special Education Snapshot Template-Field 70 (Service Provider) = AUN of PIMS reporting LEA agency providing the student’s special education services
• Special Education Snapshot Template-Field 71 (Location of Special Education Services) = Location Code of the building where the student is receiving the services OR actual building name where the student is receiving their special education services
Additionally, if you are educating the student and then are changing to a special education referral student:
Submit an updated Student Template record with Location Code = 9999 and Special Education Referral = Y.
An Enrollment record must be submitted (WD02) indicating the student is being referred to another PIMS reporting LEA for special education.
Sending District of Residence/Charter School will not report enrollment while the student is attending this placement.

17. Special Education Referrals
Scenario 3
If a student is receiving 100 percent of his/her services from a non-PIMS-reporting agency,
For the sending District of Residence / Charter School:
• Student Template-Field 1 (District Code) = AUN of Reporting LEA (Sending District of Residence / Charter School)
• Student Template-Field 2 (Location Code) = 9999
• Student Template-Field 65 (Graduation Status Code) = Blank
• Student Template-Field 117 (District Code of Residence) = District of Residence AUN
• Student Template-Field 165 (Location Code of Residence) =  Location Code of Residence
• Student Template-Field 167 (Special Education Referral) = N
• Student Template-Field 217 (District of Enrollment Code) = Student Template-Field 1 (AUN of PIMS Reporting LEA - Sending District of Residence / Charter School)
• Special Education Snapshot Template-Field 70 (Service Provider) = AUN of the special education service provider. If the AUN doesn’t exist, enter the actual name of the service provider.
• Special Education Snapshot Template-Field 71 (Location of Special Education Services) = Location Code of the building where the student is receiving the services OR actual building name where the student is receiving their special education services
• School Enrollment Template-Field 2 (Location Code) = 9999
In this case, an enrollment record (WD12) and immediate re-enrollment (R12) should be submitted since the student is attending a facility that does not report to PIMS.

18. Special Education Resources
PIMS How-To Guide: (Most recent guidance)
PIMS Manuals and How-To Guide:
Volume 1 - Domains
Volume 2 - Appendix (where you will find specific codes)
Special Education Data Reporting Website:
Contains: Special Education Resource Guide Submission Guide/State Performance Plan
Edna Website:

19. Special Education Resources
Contact Information
Jodi Rissinger Dan Ficca ALSO Copy your IU Data Manager